Job Title: Executive Assistant II
Department / Division: Aviation / General & Administrative
Salary Range: $25.70-$31.75/hour plus an annual bonus
Location: Grand Rapids, MI (Hangar Onsite)
What We're Looking For:
The Aviation department is seeking an Executive Assistant to support the Vice President of Aviation.
In this role, you will provide Executive Administrative support to the leadership & the teams by providing excellence in the facilitation of the schedules for the VP and leadership by maintaining the calendar for all 1:1's, leadership meetings, department divisional meetings, and day away team events. Ensuring effectiveness, you will capture all meeting minutes, actions, decisions, and next steps for all leadership meetings. You will develop a tracking catalog of all action items to confirm status and completion, which will be communicated to the leadership team members. You will then collaborate with the leadership team to continuously add value to all meetings. In addition, you will process all expense reports, reconcile credit card transactions for the Executive team, and follow up with staff members on monthly personal payments and late fees incurred on corporate credit cards. Also, you will schedule all domestic and international travel and assist with building itineraries and registrations for conferences.
Required qualifications:
- High school diploma or equivalent
- Minimum of three years of administrative support experience
- Experience managing financial data, including processing invoices, setting up purchase orders (POs), reviewing corporate card statements, and contributing actuals to a team’s budget.
- Skilled in providing executive-level calendar management and administrative support to key team members, including coordination with the family office for quarterly meetings.
Skills to be successful in the role:
- Ability to oversee and support all billing functions, including invoicing for flights, catering, and airport services, while tracking costs by aircraft and flagging high-value expenses for executive visibility.
- Skilled in providing executive-level calendar management and administrative support to key team members, including coordination with the family office for quarterly meetings.
- Proficient in Microsoft Outlook applications, specifically Excel & PowerPoint
- Willingness to learn new systems and processes required for the role.
- Well-developed organizational skills and a strong attention to detail.
- Flexibility to pivot to the priority work of the team as needs arise.
What's special about this team:
Amway’s Aviation Department is a world-class, award-winning operation that has been setting the highest standards in professionalism, safety, and customer service for over 60 years. The department includes a distinguished Corporate Flight team and a highly skilled aviation maintenance team, both dedicated to providing exceptional service to Amway Business Owners, executives, and other dignitaries.
Amway does not provide immigration-related sponsorship for this role. Do not apply for this role if you will need Amway immigration sponsorship (e.g., H-1B, STEM OPT, TN, etc.) now or in the future.