Administrative Assistant IV - NLB Services

The Administrative Assistant directly supports the Marketing Leadership Team (three MD s and two Directors), in addition to providing support to the broader Marketing department. The position performs advanced, diversified, and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of Airline s programs, policies and procedures. The candidate must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.

Summary of responsibilities (not comprehensive of all tasks):
* Schedules and maintains calendar of appointments, meeting and travel itineraries, and participates in related arrangements for the Managing Directors and a select few in the department.
* Screens telephone calls and visitors; uses communication and interpersonal skills to greet customers, business partners, and employees; and resolves routine and complex inquiries.
* Prepares/initiates correspondence, memoranda, reports, transcribes dictation from meetings and distributes minutes of meetings.
* Reserves conference rooms and arranges catering as necessary to support meetings.
* Operates word processing software and assists in developing, implementing and monitoring internal business systems and procedures.
* Submits and approves ISHOP requests to support department IT needs.
* Administers filing system and monitors and orders office supplies and common office purchases using purchasing account.
* Completes and submits vouchers, expense reports, and approves invoices for the department.
* Arranges for VIP badges for visitors and sets up tours of the facility when necessary.
* Performs ID renewals for contractors.
* Practices safety-conscious behaviors in all operational processes and procedures

Quals--
* Must have a high school diploma or equivalent.
* Must be able to type a minimum of 60 words per minute.
* Must have advanced computer skills in Microsoft Outlook and Word; proficiency in Excel and PowerPoint is strongly preferred.
* Must have the ability to communicate verbally and in writing with all levels of staff, from frontline employees to executive staff, and external contacts.
* Must have the interpersonal skills necessary to direct the activities of others.
* Must be detail-oriented to ensure that information is accurate and correct, that documents are grammatically correct and that work is completed in a timely manner.
* Must be able to coordinate the schedules of multiple aspects of projects completed by separate staff members or vendors.
* Must have strong organizational/leadership skills to develop office procedures, prioritize and schedule work activities of self and others and balance multiple assignments with limited direction.
* (If transferring internally) Must be performing satisfactorily in current position

* Knowledge of corporate business processes and procedures such as payroll, benefits, reimbursements and expense reporting, purchasing and departmental budget is preferred.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. NLB is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact HR department by sending an e-mail to notifications@nlbservices.com.