IT Administrative Assistant

Location:

West Palm Beach, FL, US

Flexible Work Arrangement: Hybrid

Job Category: IT

Career Level: Professional

Requisition Id: 3200

Since 1967, Jet Aviation has been crafting flight in its smoothest form. From one hangar in Basel, Switzerland, to some 4,000 employees, and some 50 locations worldwide. Aircraft Management, Aircraft Sales, Charter, Completions, Defence, FBO, Fixed and Rotary Wing Maintenance, and Staffing. Behind every seamless Jet Aviation experience, is a team of dedicated professionals perfecting the art of flight. The artisans of aviation. The craft that brings our customers’ journey to life. In the hangar, on the ground, and behind the scenes. Enabling global flight, with passion.

Position Summary

The IT Administrative Assistant is responsible for providing support to the CIO and other IT leaders in managing day-to-day IT administrative tasks, IT procurement, and IT contract tasks. Approximately 70% of the role is focused on IT procurement / contracts and 30% on IT leader admin & event support. This position requires a technically savvy individual who is incredibly organized and adept at communicating both verbally and in writing with stakeholders across the organization. The individual will interface with internal organizations as well as external vendors. Success in this role requires someone with exceptional organizational acumen, excellent communication skills and the ability to follow-through, use good judgment, set priorities, handle multiple tasks simultaneously and drive projects from beginning to end. This role will have contact with many areas across the company, so strong business judgment and professional demeanor is a must. This position will report to the CIO.

This is a hybrid role, working at least three times weekly from the office, out our West Palm Beach, FL location. The baseline range for this non-exempt position, will be as follows: $25.96 - $32.69 hourly, equivalent to $54,000 - $68,000 annually, and is based on your regional location.

Minimum Requirements

— Job relevant vocational training or equivalent work experience

— Minimum 4 years of experience

— Solid skills managing, tracking, coordinating information supporting a department

— Intermediate/expert experience of MS Word, Excel, PowerPoint, and Outlook

— Very organized with proven experience creating administrative processes within a department

— Excellent English written and oral communication skills

— Experience supporting remote teams required

— Ability to regularly work non-traditional office hours to support team across global time zones

Main Responsibilities

Admin Support

— Provide support to IT leaders in administrative matters including calendar/scheduling management across multiple global time zones.

— Manage logistics for the leaders’ domestic and international business travel, visas, flights, accommodations, ground transportation, and processing expense reports.

— Coordinate global virtual & on-site team meetings, events and offsites, including meeting logistics, to include space and catering.

— Write/Review and send IT Comms to company or specific groups.

IT Procurement Support

— Generate and process purchase orders for IT hardware, software, and services.

— Coordinate with vendors to ensure timely delivery of goods and services.

— Track and follow up on invoices, ensuring accurate and timely payments.

— Maintain records of purchases and contracts, updating the procurement system as needed.

— Monitor and track software licensing and subscription renewals, providing reminders to team members when expiration dates approach.

Desired Characteristics

— Good time management skills

— Self-motivated and able to work independently

— Strong personal values corresponding with Jet Aviation values (Trust, Honesty, Alignment, Transparency)

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to use hands to finger, handle, or feel, reach with hands and talk or hear. The employee frequently is required to stand, walk or sit. The employee may occasionally lift and/or move up to 10 pounds.

Jet Aviation provides equal employment and affirmative action opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.