Administrative Assistant

Administrative Assistant

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 67,000 pilots at 39 U.S. and Canadian airlines) seeks an Administrative Assistant for our Tysons (McLean), Virginia office.  The Administrative Assistant supports and provides assistance to the National Officer’s executive administration team. As requested, they may also provide administrative support to pilot leaders, performing a variety of administrative assignments including scheduling and coordinating meetings, gathering and distributing information, and assisting with special projects as required. 

Routinely, they will assist the National Officer’s executive administration team with expense reporting, travel arrangements, and calendar coordination.  They may also assist in fulfilling catering and meeting requests for a variety of functions and events, large and small, informal and official.

The Administrative Assistant will be involved in many aspects of the administrative workflow for the National Officers and executive administration team including drafting correspondence, processing appropriate paperwork, and scheduling appointments, as appropriate, as well as supporting meetings and programs, including site selection, room reservations, audio-visual aids, and refreshments; and, making local and domestic hotel and travel arrangements in accordance with established policies and procedures and/or in coordination with Event Planning.  They will also assist with communications with governing bodies, pilot groups, committees, and task forces, as needed; and, provide daily backup to the Security and Reception Coordinator.  Success in this position requires the ability to manage the big picture while also keeping track of the details in a professional manner.

Travel:  2 - 5%.

ALPA is an equal opportunity employer that is committed to diversity and inclusion in a safe workplace. We prohibit discrimination, harassment and harmful behavior of any kind based on race, color, sex, religion, sexual orientation, national origin, gender identity, disability, genetic information, pregnancy, or other protected characteristics as outlined in federal or provincial laws.  We highly value everyone and all are encouraged to apply, including minorities, veterans, and people with disabilities.

Minimum Requirements:

• High School graduate or equivalent plus two years in a college or business school or equivalent experience with an aviation or advocacy organization.
• Three (3) years related experience required, five (5) or more years in an administrative position strongly preferred.
• Solid customer service skills required.
• Previous experience coordinating calendars and meetings and providing support for booking meetings on- and off-site strongly preferred.
• Solid interpersonal and communication skills, oral and written, for effective interaction with all levels of contacts, internal and external.
• Accurate proof reading required.
• Demonstrated ability to work as an integral part of a team.
• Attention to detail while working in a constantly changing environment.
• Understanding of the role and purpose of the Association strongly preferred.
• Must be a self-starter with the ability to work independently, without close supervision, and provide appropriate recommendations and/or solutions to various issues as they arise.
• Ability to learn new technologies and applications quickly.
• Software: Microsoft Word, Outlook, Excel, PowerPoint, and SharePoint required.
• Able to work flexible schedule on short notice as needed.

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/smartphone/tablet.  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 and the local metropolitan area.  May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases. 

Occasionally required to move, raise, reach, and/or retrieve binders, boxes, and files up to ten (10) pounds (lbs.).  Sporadically and/or while on travel, could be responsible to move, raise, reach, and/or retrieve luggage and/or boxes weighing as much as 50 lbs.  (Assistance may not always be available.)

ALPA offers competitive salaries with terrific benefits, including:

• 401k Plan with Non-Elective Employer Contribution of 11% - plus 2% into a Market Based Cash Balance Plan - after 180 days of employment.  No employee contribution required!  The plan includes a Roth option and 4-year vesting schedule.
• Generous health care benefits on day one – PPO, Kaiser (where available), and a High Deductible Health Plan which includes coverage for medical, dental, and vision benefits for employee, spouse, and/or dependent children;
• 27 days paid vacation and holidays per year plus 2 volunteer days per year;
• Generous sick and bereavement leave;
• Competitive parental leave;
• Company-paid premiums for disability and life insurance;
• Flexible Spending and Health Savings accounts;
• Retiree health plan;
• Education Assistance Program; and,
• Optional benefits including pet insurance, excess life insurance, legal plan, and qualified transportation fringe benefits, where available.

Relocation not provided.