Administrative Support Specialist

Location US-VA-Tysons (McLean)
Posted Date 3 months ago(01/07/2020 11:14 AM)
Job ID
# Positions
Experience (Years)
Economic & Financial Analysis - Administrative Support Specialist

External Description

Administrative Support Specialist



The Air Line Pilots Association, International (ALPA), the largest airline pilot union in the world and the largest non-governmental aviation safety organization in the world (representing over 63,000 pilots at 35 U.S. and Canadian airlines) seeks an Administriave Support Specialist for our Tysons (McLean), Virginia, office. 


The Administrative Support Specialist provides administrative assistance for the Economic & Financial Analysis department and provides daily backup for the Security and Reception Coordinator.  Under general supervision and within the limitations of Association and department policy, s/he assists with weekly and monthly project status reports; provides word processing services for department management and staff; develops presentation materials; verifies charges and charge-backs; directs requests for information to the appropriate person; prepares responses to inquiries; maintains the Director’s and department calendars; drafts correspondence for the Director’s signature; maintains subscriptions; receives telephone calls and greets visitors; reviews incoming mail and distributes accordingly; schedules conference rooms and appointments; organizes meals and technical support for meetings and conferences; maintains department supplies and equipment; tracks and maintains schedules and contact information for department staff; makes travel arrangements; provides word processing, copying, filing, and expense submission support; handles administrative matters; assists in the orientation of new employees; and, provides back-up to the Representation Department Administrative Assistant.


For the hours each day s/he is the front desk professional, providing backup to the Security and Reception Coordinator, s/he also contributes directly to the Association’s success.  Beyond making a good first impression and providing no-nonsense management of the Association’s reception area, s/he meets all members and employees of and visitors to ALPA.  S/he politely greets and challenges all visitors alike - members, job applicants, vendors, and others - and guides them accordingly.  S/he maintains security by signing in visitors and issuing/checking visitor badges, following procedures, and monitoring the logbook and the reception area.  Keeping ALPA offices safe for member volunteers and staff is an important part of his/her responsibility.  As the first-person members, colleagues, applicants, vendors, and visitors meet, s/he is the eyes and ears of ALPA.  It is up to him/her to act with friendly confidence and authority, prevent breaches of security, spot suspicious activity, and identify red flag behaviors.  S/he actively listens, builds trust, and adapts his/her style and tactics to fit the audience.  Success in this position requires a cheerful and outgoing personality and the aptitude necessary to perform all the functions required for this position.



Minorities, veterans, and people with disabilities are encouraged to apply.


Minimum Requirements:


  • High school diploma required or the equivalent combination of education and practical experience.
  • Solid interpersonal and communication skills, oral and written, for effective interaction with member pilots, staff, and visitors.
  • Able to work flexible schedule on short notice as needed.
  • Proficiency with computers required.
  • Possess a positive attitude and a strong work ethic.
  • Two (2) years of related experience preferred but not required.
  • Must be organized and punctual.
  • Able to perform duties independently, with minimal need of supervision.
  • Strong attention to detail while working in a constantly changing environment.
  • Software: Microsoft Outlook, Word, and Excel preferred.  Ability to learn new technologies and applications preferred. 
  • Word processing speed of 45+ wpm preferred.
  • Emergency First Aid and AED/CPR certification(s) preferred but not required.



Physical Demands:


Note:  The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals to perform the essential physical activities of this position described below.


Constantly operates a computer.  Regularly required to maintain a stationary position, move about the office, determine what others have said or written, and converse with others and exchange accurate information. 


Regularly required to sit, stand, bend, reach, and move about the office.  May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack and/or move box(es). 


Occasionally required to move, raise, reach, and/or retrieve binders, books, boxes, and files up to fifty (50) pounds (lbs.).  (Assistance may not always be available.)




Relocation Not Provided.






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