ABX Admin Asst - Flight Operations & Crew Travel

The Administrative Assistant, Flight Operations & Crew Travel provides comprehensive administrative, operational, and travel support to Flight Department leadership and flight crews. This role is responsible for coordinating crew travel arrangements, maintaining personnel and operational records, administering crew systems, preparing reports and correspondence, and ensuring efficient day-to-day department operations while delivering exceptional customer service.

DUTIES AND RESPONSIBILITIES:

Crew Travel Coordination:
• Coordinate and prioritize domestic and international travel accommodations for flight crews and employees.
• Book, confirm, modify, and cancel transportation, lodging, and related travel arrangements.
• Research travel options and charter itineraries while ensuring cost-effective solutions.
• Resolve travel-related issues and provide outstanding customer service.
• Process refunds, exchanges, invoices, and travel documentation in accordance with company procedures.
Administrative & Operational Support:
• Manage travel schedules and expense reports.
• Prepare reports, correspondence, presentations, and departmental communications.
• Respond to phone calls, emails, and employee inquiries.
• Support special projects and departmental initiatives.
• Maintain confidential personnel, operational, and business records.

Flight Operations & Crew Administration:
• Run and distribute operational reports, passenger lists, and crew communications.
• Maintain pilot personnel, training, attendance, licensing, leave, and qualification records.
• Process new hires, retirements, terminations, pay changes, and personnel updates.
• Generate employment verification, flight time, and operational reports.
• Support crew travel, jump seat administration, and related operational activities.

Systems, Compliance & Records Management:
• Administer crew-related systems, databases, and distribution lists.
• Maintain passport, badging, security, and regulatory compliance records.
• Ensure accurate employee and crew data across company systems.
• Manage document scanning, filing, retention, and records management functions
• Maintain departmental spreadsheets, tracking logs, seniority lists, and reporting tools.

Office Operations & Employee Relations
• Track grievances and maintain related documentation.
• Process invoices, expense reports, company credit card receipts, and shipping requests.
• Coordinate office supplies, vendor relationships, and purchasing activities.
• Prepare employee correspondence, recognition letters, and departmental communications.
• Coordinate meetings, employee events, and recognition activities.

Other Duties
• Maintain productive working relationships across departments and with external vendors.
• Keep management informed of significant issues and recommend solutions when appropriate.
• Perform other administrative and operational duties as assigned.

SUPERVISORY RESPONSIBILITIES: None

REQUIREMENTS:
• High School Diploma or GED.
• Minimum one (1) year of administrative, travel coordination, customer service, or related experience.
• Strong customer service, organizational, and communication skills.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Strong attention to detail and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Ability to work a flexible schedule, including evenings, weekends, and holidays as operationally required.

PREFERRED:
• Associate degree in Business Administration, Aviation Management, or a related field.
• Three (3) or more years of administrative support experience.
• Four (4) years of corporate travel experience with at least two (2) years supporting international travel.
• Experience with airline or travel reservation systems such as Netline, CASS, ID-90, and UKG.
• Experience in aviation, transportation, logistics, or other regulated operational environments.