Job ProfileSuper-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.ResponsibilitiesOverall reception dutiesResponsible for timely communication with Facilities team when building/office issues arise, is considered the main point of contact onsite for maintenance vendorsControlling of visitors upon entry and exit of the buildingE.g., creation and activation of guest and employee company, parking, and gym badges, communication with Sonitrol and building management as neededMaintaining storage, inventory, and distribution of both Florida office supplies and food/drink items.FLL conference room management and meeting set upSupport 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 assignedE.g., ordering/replacing soap, ordering/replacing water filtersProviding support as needed to both Florida officesE.g., Weekly visit to FXE for mail pick-up/distribution, and inventory and supply maintenanceCollaborate 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/AbilitiesPrioritizes 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 tasksReads and interprets documents, as needed for jobMS Office; Word, Excel, PowerPoint and OutlookWorks independently with minimal regular direct supervisionDemonstrates ability to work and communicate professionally, verbally and in written form with internal and external customers.BenefitsMedical, Dental, and Vision plans401(k) plan with generous company match with full and immediate vestingCompany Paid Life, Short, and Long Term Disability InsuranceEmployee Assistance ProgramsMental Health Wellness ProgramEmpty Leg Flight Benefits & Customized Travel Site with Delta AirlinesThe 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.
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