Administrative Assistant

Job Profile

Super-organized and always one step ahead, the Administrative Assistant opportunity is the go-to administrative powerhouse who keeps things running smoothly behind the scenes. From juggling calendars to coordinating conference rooms and solving problems on the fly, you will thrive in fast-paced environments where no two days are the same. You will work cohesively with facilities, administrative team members as well as other departments and requires an upbeat, professional demeanor with exceptional communication skills. The ideal candidate will bring their multitasking magic to make the office feel like a well-oiled machine! This role reports to the Executive Assistant to the President of Vista America. 

Vista America is an operating partner of Vista – the world’s first private aviation ecosystem, integrating a unique portfolio of companies. Vista has a global workforce of 4,000 aviation professionals and has flown corporations, governments and private clients to 187 countries, covering 96% of the world.

Responsibilities

• Overall reception duties
• Responsible for timely communication with Facilities team when building/office issues arise, is considered the main point of contact onsite for maintenance vendors
• Controlling of visitors upon entry and exit of the building
  • E.g., creation and activation of guest and employee company, parking, and gym badges, communication with Sonitrol and building management as needed
• Maintaining storage, inventory, and distribution of both Florida office supplies and food/drink items.
• FLL conference room management and meeting set up
• Support Facilities team in scheduling of maintenance to the company apartments and the employee’s schedule to stay in the apartment.
• Assisting with office and organization events as needed; staying in line with budget provided.
• Miscellaneous company errands and other duties as assigned
  • E.g., ordering/replacing soap, ordering/replacing water filters
• Providing support as needed to both Florida offices
  • E.g., Weekly visit to FXE for mail pick-up/distribution, and inventory and supply maintenance
• Collaborate and coordinate activities with the front desk administrators in the U.S. offices.
• Participate in process improvement activities and special projects within the department such as special events and companywide celebrations.

Knowledge/Skills/Abilities

• Prioritizes workloads and manages priority conflicts for individual work.
• Must have strong interpersonal skills and ability to work in a team environment.
• Applies acquired job skills and company policies/procedures to complete tasks
• Reads and interprets documents, as needed for job
• MS Office; Word, Excel, PowerPoint and Outlook
• Works independently with minimal regular direct supervision
• Demonstrates ability to work and communicate professionally, verbally and in written form with internal and external customers.

Benefits

• Medical, Dental, and Vision plans 
• 401(k) plan with generous company match with full and immediate vesting
• Company Paid Life, Short, and Long Term Disability Insurance
• Employee Assistance Programs
• Mental Health Wellness Program
• Empty Leg Flight Benefits & Customized Travel Site with Delta Airlines

The affiliated operating partners of Vista are equal employment opportunity employers. The affiliated operating partners of Vista do not discriminate against any applicant or employee based on race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, and genetic information, or any other basis protected by applicable law. The affiliated operating partners of Vista also prohibit harassment of applicants or employees based on any of these protected categories. compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.