Administrative Assistant

Administrative Assistant

The Administrative Assistant provides essential support to ensure the smooth operation of the office and team. This role involves handling a variety of administrative tasks, including scheduling, document preparation, communication management, and record-keeping. The ideal candidate is organized, detail-oriented, and proactive, with excellent time management and communication skills.

Alliance Ground International (AGI) is one of the largest independently owned ground handling companies providing services to 100+ airlines in 61 airports across the U.S. and Canada. We are the home to over 12,000 team members supporting over 1.5B Kilos and over 400K departures. Our Ground division has a strong reputation in aviation ground services. We are committed to providing the highest quality service and continuing our outstanding safety track record. As we continue to grow, we only look for the best in the industry.

Job Responsibilities

• Administrative Support : Perform general clerical duties, including data entry, filing, copying, and scanning. Manage calendars, schedule meetings, and coordinate appointments for staff and leadership. Prepare and edit documents, reports, presentations, and correspondence. Order office supplies and maintain inventory, ensuring the office remains organized and well-stocked.
• Communication Management : Answer and direct phone calls, take messages, and respond to emails in a professional manner. Serve as the primary point of contact for internal and external inquiries. Greeting and assisting visitors, ensuring a positive and professional experience.
• Meeting and Event Coordination : Assist in organizing meetings, including preparing agendas, coordinating materials, and taking minutes. Help plan and execute company events, workshops, and team activities.
• Record Keeping : Maintain organized records of office files, documents, and other important information. Ensure data accuracy and confidentiality when handling sensitive materials. Support the creation and maintenance of databases, spreadsheets, and tracking systems.
• General Office Operations : Coordinate office maintenance needs, liaising with vendors and service providers as required. Assist with travel arrangements, including booking flights, hotels, and transportation.
• Compliance and Training : Complete paperwork and forms connected with work assignments pertaining to procedures and enter data into company's information system as required including international cargo documents handling and freight transfer manifest preparation. Follow company procedures and protocols to ensure we are always operating in a safe and responsible manner. Complete all training when required by company, airport governing authority, or customer when required. Be on time, be prepared, and be safe. Be willing to work flexible hours, including nights, weekends, and holidays.

Qualifications

Safety, Security and Compliance

All AGI Team members have a responsibility and duty while at work to :

Physical Requirements

Schedule

Alliance Ground International operates twenty-four hours a day, seven days a week. AGI requires its employees to be able to work flexible schedules which may be adjusted to meet operational demands such as flight delays or cancellations. Applicants must be able to work on weekends, (Friday, Saturday, and Sunday) and holidays. Strict adherence to company attendance policies is expected and enforced.

Benefits

AGI offers a comprehensive benefit package for all employees, including paid vacation and medical / dental / vision for full-time qualified employees as well as medical coverage for part time employees. AGI also provides free uniforms and free on-the-job training to all employees.

Additional benefits include company-matched 401(k) program, company-paid employee assistance program, voluntary life insurance, and travel discounts on car rentals, hotels, and cruises to name a few.

The successful AGI team member brings their "A" game every day with energy and enthusiasm, respect for their team, and the highest regard for safety!

Alliance Ground International is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.