Administrative Assistant, President's Office

JOB SUMMARY:  

The Administrative Assistant provides essential administrative and operational support to the Executive Office, ensuring smooth day-to-day operations. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality. 

ESSENTIAL FUNCTIONS:

Support and collaborate with the Executive office, as directed to arrange ground travel and accommodations for the President/CEO, including hotel, transportation to and from the airport, events, rental cars, etc. 

Schedule, define expectations and assign briefing paper deadlines to relevant Action Officers for scheduled events to provide the President/CEO with a briefing paper on event logistics. 

Coordinates with the Public and Media Relations Director for Presidential talking points, background, and securing PowerPoint presentation add-ons for events. 

Assists with developing the President’s itinerary and posting details to President’s Outlook calendar which includes guest bios, briefing papers, charts of airports or any other pertinent information necessary for the trip.  

Disburses travel itinerary to passengers traveling with the President (those on the manifest). 

Processes all presidents’ direct reports timecards.  This includes verifying the data submitted.  

Approves all presidents’ direct reports expense reports, ensuring proper supporting documentation is included. 

Maintains & tracks president’s meeting activities in Excel.  

Gather speaker request forms from the website and submit in a timely manner for review and consideration to the President or President’s Advisory Group. Send follow up emails to requestors as necessary. 

Coordinates updates to Governance section of AOPA website as provided by Board Secretary or Trustees in Sitecore system.  

Log and distribute correspondence, emails, and calls from members on the President’s behalf. 

Distribute email responses prepared by Govt Affairs and Comms via several mailboxes under the President’s name. 

Execute special projects as assigned by the Executive office or President. 

Work closely with the Legal Operations Administrator (reports to the General Counsel) on coordination, composition, and distribution of Board Meeting materials.  

Updates and maintains the Board of Trustees electronic Resource Center in Boardvantage system.  

Provide support as needed to the Legal Operations Administrator during board meeting cycles if he/she is unavailable. This could be any number of tasks in Boardvantage – adding new documents, replacing documents, electronic book distribution, printing hard copies to be express mailed to specific Trustees.   

Manage sensitive matters with a high level of confidentiality and discretion. 

**Although this job description aims to capture the majority of the position duties, other duties may be assigned based on business and departmental needs. 

REQUIRED JOB QUALIFICATIONS: 

Education: Associate’s degree in business administration or related discipline. Experience equivalent to an associate’s degree is acceptable, in addition to the requirements below. 

Experience: A minimum of five years supporting a senior level executive in a similar size organization.  

Knowledge, skills, and abilities: Proficiency with Office 365 (SharePoint, OneDrive, Teams, Outlook, Word, Excel and PowerPoint).  

Experience working with software systems (expense tracking, timecards approvals, travel arrangements, etc.).   

Exceptional verbal and written communication skills.   

Demonstrated knowledge of business etiquette. 

A positive, can-do attitude. 

Discipline and unwavering ability to maintain confidentiality of information related to the company and its employees. 

PREFERRED JOB QUALIFICATIONS: 

Education: Bachelor’s degree in business administration or related discipline 

Experience: Experience and/or familiarity with general aviation 

Licenses/Certifications: Private Pilot License  

Knowledge, skills, and abilities: Advanced proficiency of Microsoft Office 365 (Power BI, Power Automate, Co-pilot, AI tools, etc.) 

WORKING CONDITIONS:  

This position is in an office setting. 

Typical working hours are 8:30 am – 5 pm, Monday through Friday, with a one-hour lunch break. Supporting the executive office may occasionally require evening and/or weekend work. 

Generally, a climate-controlled environment with occasional exposure to outdoor weather conditions when attending aviation related events, including exposure to higher altitudes and confined spaces if in a general aviation aircraft. 

This position may require some travel, possibly up to 5% of the time, to various general aviation or industry-related events. Travel is by aircraft (general aviation and commercial) and by road or public transit.   

PHYSICAL DEMANDS: 

The physical demands of the [Position] position are typical of a standard office environment. While performing the duties of this job, the employee will regularly be required to: 

- Sit for extended periods while working at a computer or attending meetings. 

- Use hands and fingers to operate a computer keyboard, mouse, and other office equipment. 

- Communicate effectively via email, phone, and in-person, which requires clear speech, hearing, and vision. 

- Occasionally lift or move items weighing up to 15 pounds, such as boxes of materials or equipment. 

- Occasionally stand, walk, and reach with hands and arms during the course of normal office activities. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions. 

ADDITIONAL INFORMATION:  
 
This position is located at AOPA’s Frederick, MD headquarters.   

The salary range for this position is: $60,000 - $67,000, depending on education and experience. 

BENEFIT INFORMATION: 

Flight Training (earn your Private Pilot License for free) & Annual Flight Proficiency Program (so you can keep flying and remain proficient) 

Medical, Dental, and Vision insurance is available for employees and their dependents the 1st of the month following their start date 

Flexible Spending Plans 

Health Savings Plan with employer contribution (for eligible participants) 

401(k) Retirement Plan with a company match, and annual discretionary supplemental employer contribution 

Company paid Short and Long-term Disability Insurance 

Company paid Life Insurance and AD&D insurance with the option to buy up  

Paid Time Off (PTO): 17 days accrued during first year (accruals increase based on tenure) 

Paid Holidays: 12 holidays 

Personal days: 3 (prorated based on hire date) 

Volunteer day: 1 (prorated based on hire date)  

Work From Home Fridays 

Paid Parental Leave  

AOPA Membership 

Employee Assistance Program 

Wellness Program (earn medical insurance premium discounts) 

Gym Reimbursement Program 

Supplemental insurance options (critical illness, accident, hospital indemnity) 

Tuition Reimbursement Program  

Discount on AOPA swag 

Business casual dress code 

Free coffee, tea, hot cocoa