Administrative Assistant

Job Description

Job Description

Salary: $22.00 - $25.00

Administrative Assistant.

To ensure the operational and administrative fluidity of Vita Aera by providing direct support to the CEO and the Vice President of Operations. The mission is to centralize the management of human resources, basic accounting, procurement, and logistics support, ensuring that offices and ramp stations are equipped with necessary supplies and that payroll and hiring processes are executed accurately and on time.

Core Responsibilities & Duties

• Accounting Management: Enter expense receipts and invoices into the company's accounting system.
• Payroll Management: Process staff hours and prepare payroll for approval.
• Human Resources: Conduct initial screening, interviews, and hiring for operational staff.
• Verification: Ensure that hired personnel possess the necessary documentation and meet checklist requirements.
• Onboarding: Conduct Vita Aera orientation for new hires to familiarize them with the company's vision, mission, and values.
• Supplies and Procurement: Stock administrative offices and ramp stations with consumable supplies.
• Customer/Vendor Relations: Answer incoming calls, source new vendors, and negotiate purchasing terms.

Delivery Logistics: Receipt of packages from airlines (catering/documentation) and general office deliveries.

• Operational Support: Assist the Vice President of Operations with report drafting and daily coordination.
• Travel Organization and Executive Logistics: Manage travel itineraries for the CEO and VP, including flights, hotels, and ground transportation, when they need to visit other stations or aviation trade shows.

Others

Any other additional functionbeyond those specified in this descriptionassigned by the CEO or VP of Operations.

Industrial Safety

Education & Language Skills

Bachelor's Degree or Associate Degree in Administration, Accounting, or HR.

English / Spanish

Experience

2 to 5 years in similar roles, preferably in the logistics or aviation sector.

1 year of experience processing payroll.

1 year of experience in recruitment.

Experience in the purchasing department.

Technical Skills:

Advanced proficiency in Microsoft Office (Excel).

Accounting software (QuickBooks or similar).

Human Resources software.

Time and Attendance (TNA) software.

I-9 and W-4 Documentation Management: Mastery of tax and employment eligibility forms to ensure every hire is legally compliant.

Soft Skills:

Multitasking: Ability to manage multiple critical tasks (payroll + vendors + CEO support) simultaneously.

Assertive Communication: Ability to provide clear instructions to vendors and staff.

Discretion: Ethical handling of confidential information (salaries and CEO data).

Resilience: Ability to resolve unforeseen logistical issues under pressure. "Owner" Mindset: When overseeing supplies, you must safeguard company funds as if they were your own, avoiding waste.

Other Requirements

Ability to multitask.

Over 21 years of age

Punctuality and responsibility.

Attention to detail.

Availability during office hours.

Working Conditions

The Assistant works in a dynamic office environment. They must be available to travel occasionally to ramp areas to deliver materials and retrieve documents. The role requires high mental resilience to handle critical deadlines (accounting and payroll closings).

Internal Relationships:

Collaborates directly with the CEO and the VP of Operations. Coordinates with the Station Manager regarding the delivery of receipts and supplies.

External Relationships:

Interacts with suppliers, airline representatives (for package reception), and job candidates