Sr Administrative Assistant, Aviation

Company Description

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Our energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nations busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales and marketing.

Founded in 1958 by Jim A. Haslam II and currently led by CEO Adam Wright, our founding values, people-first culture and commitment to giving back remains true to us today. Whether we are serving guests, a fellow team member, or a trucking company, we are dedicated to fueling people and keeping North America moving.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other characteristic protected under applicable federal, state or local law.

Military encouraged to apply.

Job Description

The Administrative Assistant, Aviation role is responsible for the coordination and scheduling of Pilot aircraft according to department procedures. This role works closely with executive support staff to coordinate travel in support of business needs and requires strong communication and organizational skills.

1. Receive and process requests for aircraft availability

2. Plan trip logistics including arranging crew hotels and rental cars, scheduling passenger services such as ground transportation, catering, etc.

3. Provide trip following, monitoring for possible schedule interruptions and communicating possible concerns to passenger’s staff, maintenance, transportation providers, and other stakeholders.

4. Reconcile trip expenses, record aircraft and duty times.

5. Generate weekly, monthly, and ad hoc reports for flight operations, SIFL, etc.

6. Process invoices for payment ensuring claim matches maintenance authorization department.

7. Book commercial travel for flight crew members as needed for training, etc.

8. Maintain office flight crew records.

9. Maintains in-house communications lists such as phone directories and vendor lists.

10. Coordinate supplemental lift when needed (fractional share scheduling).

11. Model behaviors that support the company’s common purpose; ensure guests and team members are supported at the highest level

12. Ensure all activities are in compliance with rules, regulations, policies, and procedures

13. Complete other duties as assigned

Qualifications

High school diploma or equivalent certificate is required

Minimum one year’s experience working in accounting type function preferred

Proficiency in MS Office including Excel

Good written and verbal communication skills

Ability to work and complete tasks in a fast-paced, dynamic environment

Strong organizational skills with attention to detail and accuracy

Good problem-solving skills

Ability to adjust to changing circumstances and priorities

Additional Information

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