Administrative Coordinator – Comms. & Brand

The Allegheny County Airport Authority [ACAA] invites you aboard our mission to create meaningful travel experiences in the aviation industry. As Pittsburghs gateway to the world, both Pittsburgh International Airport and Allegheny County Airport serve as beacons of change and connectivity for our region. As a member of our crew, you will directly serve, inspire, and advance our community in significant ways that impact the daily lives of others and the future of our organization. Whether you have a passion for travel, an appreciation for aeronautics and aviation, or an unparalleled love for the city of Pittsburgh, ACAA provides the opportunity for the next chapter of your career to take flight. 

Our culture is one that emphasizes high performance, innovation, and learning. We know that those things only happen when everyone who works in an organization is properly empowered, equipped, and enabled in their roles to make an impact. At ACAA success is a shared responsibility, and we look forward to supporting and developing the unique strengths you could bring to our team.

Job Summary

The ACAAs Administrative Coordinator provides high level administrative support to the Senior Vice President, Communications & Brand.  Provide back-up and secondary support for Communications & Brand team leads while the departments other admin coordinator is out of office.

Here is how the Administrative Coordinator- Communications & Brand will help:  

– Proactively coordinate and manage all core administrative tasks and activities to include SVP schedule and appointments; prepare SVP for meetings including all relevant materials; in market schedule and after actions; events and engagements. 
– Manage a heavy calendar and proactively schedule internal and external meetings, working with both admin coordinators, SVP assistants and SVPs across ACAA and with key stakeholders (media, industry, etc.) in a fast-paced environment; make sure there is clarity on the role and goal of all meetings incoming and that all meetings coming from the office of the SVP Communications and Brand include the role and goal for participants.
– Manage all travel related activity, organize, and prepare business trips to including travel bookings, the prepare detailed itineraries, briefing and travel documents, administer expenses, and travel related services. 
– Reconcile all expense reports and corporate American Express statements.
– Monitor and screen incoming calls and correspondence; proactively recommend response, and when possible, respond to inquiries independently.
– Prepare memorandum, letters, reports, agendas, notices, minutes, admin actions, board materials and resolutions. 
– Gather materials necessary for and prepare presentations in a variety of formats including Keynote, PowerPoint, Google slides. 
– Organize and prepare department meetings and cross-department meetings with clear agendas generating by partnering with team leadership; manage guests for team meetings by providing background materials and arranging for guests seamless arrival and departure.
– Work with Department Administrative Coordinator to develop systematic approach for department administrative processes and procedures, and the successful implementation of these processes department wide.
– Partner and work with internal stakeholders and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc.
– Assist with departmental tasks, including conference room requests, team events, offsites, employee recognition efforts, and communications and events activities (including press conferences, gate events, media interviews, etc.) as needed.
– Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and managing event budget.
– Act as custodian of corporate documents and records.
– Coordinate team participation n industry activities including ACI, IATA, etc.
– Take notes and transcribe as needed.
– Co-create and systemize a digital and paper filing system for the department and manage inputs for the Senior Vice President, Communications & Brand
– Compose and prepare confidential correspondence, reports, and other complex documents.
– Create and maintain database of contacts, contracts, etc.
– Assist with the administrative coordination of the department budget by working with the finance team and Senior Vice President, Communications & Brand
– Performs other related tasks as assigned or required.

The successful candidate for the role of Administrative Coordinator- Communications & Brand will demonstrate the following key competencies needed in our culture:

– Communication – Proactively conveys a clear, convincing, and timely message; Communicates effectively using two-way communication through strong verbal, written, and listening skills
– Strategic Thinking – Thinks “big picture”; Forward thinking and adept at seeing future outcomes and results; Commits to a course of action to accomplish individual, team and organizational goals
– Team Builder – Recognizes the value of team work and being an effective contributor to the team that drives desired results
– Customer Centricity – Aware of customer needs and the prioritization of our customers both internal and external; Makes decisions with customer in mind; Builds strong customer relationships

Qualifications

Requirements to apply for the role of Administrative Coordinator- Communications & Brand are:

– Associate degree from an accredited college university or trade school in secretarial science, administrative office professional, business administration or a related field.
– Three years (3) related experience
– Possess or obtain prior to employment a valid Pennsylvania Class C drivers license.  Note: license must be maintained throughout employment.

We also expect that candidates will demonstrate the following knowledge, skills, and abilities in most cases:  

Extensive ability to use Microsoft Office applications including Word, Excel, Power Point and Access.

Considerable ability to:

1. Solve problems and illustrate strong attention to detail in all outputs.
2. Illustrate good instincts and exercise strong judgement in uncertain situations.
3. Consistently demonstrate exceptional interpersonal and communication skills; communicate clearly and effectively both orally and in writing with diverse constituencies on a variety of levels.
4. Prepare clear, concise, and comprehensive written documents in English.
5. Manage multiple projects and meet deadlines; manage expectations of changes in timelines.
6. Prioritize and manage workflow.
7. Demonstrate a positive and optimistic “can do” attitude.
8. Maintain confidentiality and exercise discretion. 
9. Identify, build, and maintain positive relationships.

Serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of the Authoritys Ethics Policy.

Considerable organizational skills, and the ability to function effectively in a fast-paced environment.

Considerable interpersonal skills; tactful, mature, fair, and consistent

Considerable knowledge of

Arranging detailed travel plans and itineraries.

JD Edwards or simil