Job Description

Position Summary:

The Administrative Assistant supports Capitol Helicopter managers and employees through a variety of tasks related to organization and communication. Providing internal and external customers with great service is the most important feature of this position. Although most tasks will be well defined, there will at times be a need for self-directed research and creativity to find solutions within the parameters established by management. This position will require balancing planned tasks with emerging needs that may have more urgent timelines. Prioritizing effectively will require flexibility and an ability to think clearly in the moment.

The Administrative Assistant reports to the Administrative Director, and may be assigned other duties as needed to adapt to organizational priorities.

Key Responsibilities and Duties:

• Serve as the initial point of contact and direction for Customers, Vendors, and other visitors to the Capital facility
• Respond to incoming phone calls, emails, and other communications
• Support company leadership with building and maintaining a variety of forms, lists, letters, presentations, and other work products as needed
• Schedule appointments, arrange staff meetings, procuring food or supplies for events as needed
• Maintain the office calendar
• Maintain an inventory of office supplies and coordinating purchases with vendors
• Coordinate the creation and distribution of the monthly company newsletter
• Support field ops iPad procurement, troubleshooting, and updating as needed
• Arrange and coordinate company travel
• Track and direct utilization of ground transportation resources (company vehicles, rental cars, uber, etc.)
• Assist with collection of receipts and reconciliation of credit card statements
• Perform light housekeeping and organization
• Prepare interim and final reports
• Maintain active social media presence for Capitol, and assure content posted is within approved parameters
• Support system and program development
• Organize, attend, document, and follow up on company meetings as needed
• Assist with entry and information maintenance in the company’s tracking software
• Assist tracking expenses through compiling invoices, receipts, and other means of documentation

Qualifications

• Affinity for providing great customer service
• Desire to continually learn, and develop broader skills and knowledge
• Verbal and written proficiency in English
• Ability to communicate in a friendly, professional, and effective manner
• Proficiency in basic Microsoft Office products (Word, Excel, Outlook, Teams, PowerPoint, etc.)
• Functional understanding of digital office technology
• Demonstrated ability to identify opportunities for improvements to work processes or procedures, and successfully implement them
• Availability to work on-site full-time at the base in Sacramento, CA
• Previous experience supporting a professional office or operation