Job Description
Job Description
POSITION: Executive Assistant
REPORTS TO: Airport Manager
LOCATION: White Plains, New York
AIRPORT: Westchester County Airport (HPN)
SUMMARY
The Executive Assistant at Westchester County Airport (HPN) supports the Airport Manager, Deputy Airport Manager - Administration, and Deputy Airport Manager - Operations by providing high-level administrative assistance. This role involves managing schedules, coordinating meetings, handling correspondence, supporting finance and human resource functions and ensuring smooth office operations. The ideal candidate will be highly organized, proactive, tech savvy and able to manage multiple priorities with professionalism and discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
· Administrative Support: Provide comprehensive administrative support, including meeting coordination, travel arrangements, and active calendar management for the Airport Manager and Deputy Airport Managers.
· Communication Management: Serve as the first point of contact for internal and external inquiries, promptly directing them to the appropriate team members. Handle incoming and outgoing communications, including emails, phone calls, written correspondence, draft memos, reports, and presentations as needed [utilizing multiple computer applications].
· Meeting Coordination: Schedule and organize meetings (original, updates, cancelations), including preparing agendas, collating documents, ensuring the necessary technology is set up, taking minutes, and providing follow-up on action items.
· Document Management: Maintain confidential files and records, ensuring accuracy, security, and easy retrieval; and create a filing system to maintain such records.
· Operational Support: Coordinate daily tasks, liaising with various departments to support airport operations and administrative functions.
· Event Coordination: Organize internal and external events, including team meetings, stakeholder engagements, and special events at the airport.
· Budget and Expense Tracking: Help monitor budgets, process invoices and purchase requisitions, and track expenses. Coordinate office supplies, equipment maintenance, and other resources to ensure efficient operations and accurate financial reporting.
· Human Resources: Support HR functions, including onboarding and off boarding.
· Special Projects: Support strategic initiatives and special projects as assigned by the Airport Manager and Deputy Airport Managers, ensuring timely completion and alignment with organizational goals.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
- High school degree or equivalent.
- Minimum of 5 years of executive-level administrative support experience.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- High level of professionalism and confidentiality.
- Ability to multitask and prioritize in a dynamic environment.
- Proactive problem-solving and decision-making abilities.
- Demonstrated discipline in time management and work prioritization.
- Demonstrated strong computer skills in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Demonstrated business acumen with written communication skills.
- Demonstrated business acumen with verbal communication skills, whether on the phone or in person.
- Must be comfortable interacting with internal and external stakeholders, including airport tenants, County officials, and professional associates.
LANGUAGE SKILLS
Ability to read and comprehend instructions, short correspondence and memos. Ability to write correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
Must possess a valid Drivers’ License as a condition of employment.
WORKING CONDITIONS
Full-time, on-site position at Westchester County Airport (HPN). May require after-hours availability for meetings or events.
BENEFITS
Competitive salary and comprehensive benefits package. Opportunities for professional development and career advancement. A collaborative work environment with a focus on teamwork and innovation.
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 regularly required to stand; walk; use hands to finger, handle to feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee is occasional required to sit. The employee must regularly lift and/or move more than 10 pounds. Specific vision abilities required by this job include vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
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