Senior Administrative Secretary, LGA

Responsibilities:

The Senior Administrative Assistant supports the Airport General Manager and Deputy General Manager in the advancement of the Aviation Department’s agenda and strategic priorities by providing a wide range of executive and administrative support. The General Manager’s (GM) Office is a fast paced, and detail-oriented environment, requiring a high level of professionalism, flexibility, and coordination.

• Providing effective customer service for internal and external customers (e.g., airlines, vendors, contractors, elective officials, dignitaries);
• Calendar coordination between the General Manager’s (GM) office, Port Authority Executive staff, airport senior staff, senior management at federal (FAA, TSA) agencies, air carriers, local elected officials’ offices, PA GOCOR and other high-level partners and stakeholders;
• Maintaining the airport’s annual calendar to ensure timely submission of travel and special events requests, and timely notification of airport-wide meetings, notifications, and GM Bulletins;
• Preparing authorizing documents PA3939 and 3939A forms in support of internal and external events;
• Managing airport distribution lists (addition/removal of offboard/onboarded/transfer employees);
• Preparing agendas, PowerPoint presentations and Excel spreadsheets in support of meetings;
• Preparing and reviewing E-ZPass deductions, Pro-Card memos/ transaction log;
• Preparing, reviewing, and/ or editing memorandums sent from GM to agency executives and from staff to GM;
• Managing $25k LGA Redevelopment Community Outreach Benefit Fund and the $1.3M Vaughn College Scholarship Fund (processed via SAP)
• Extensive use of SAP for processing invoices from various airport contractors; preparing travel authorizations and expense accounts for travel and non-travel expenses; creating purchase requisitions; AVM familiarization (shopping cart creation for obtaining purchase orders);
• Tracking yearly vehicle mileage for GM and DGM vehicles;
• Supporting the management, inspection, and administration of the airport’s AED program (training will be provided);
• Ordering office supplies via WB Mason and LGA Stockroom; answer and screen telephone calls;
• Security Identification Display Area (SIDA) ID card

Qualifications:

Candidates must present the following qualifications to be considered eligible for this position:

• At least 7 years of experience in providing executive or administrative support in a fast-paced environment
• Excellent written and verbal communication skills; to be able to independently correct discrepancies and errors; to be able to answer efficiently and diplomatically
• Demonstrated experience with PC-based applications such as Word, Excel, PowerPoint, Outlook, ADTRAV Travel, or SAP/AVM
• Must be able to pass a fingerprint-based, Criminal History Records Check (CHRC), mandated by 49 CFR Part 1542, and will be required to qualify for and maintain an airport Security Identification Display Area (SIDA) credential with Airfield Non-Movement Area Driving and Escort Privileges.

Desired:

Ideal candidates will present the following profile:

• Five (5) or more years of experience working as an Administrative Assistant (title)
• Thorough knowledge of Port Authority policies and procedures, or demonstrated ability to understand and implement policies and procedures
• Ability to work independently, prioritize assignments and handle several tasks simultaneously.
• Demonstrated excellent interpersonal skills with the ability to interact with staff at all levels, both within and outside the Port Authority
• Knowledge of PeopleSoft a plus but not required