Executive Assistant Job at Eastern Airlines LLC in Kansas City

Position/Title: Executive Assistant

Reports to: President, Eastern Airlines

Location: Headquarters, Kansas City, MO

Overview

At Eastern Airlines curiosity and excitement for growth go a long way. In fact, Eastern Airlines was launched by seekers, adventurers, and above all fliers. Our rich legacy and pioneering spirit are still evident in our team today.

Our open-hearted attitude, respect for the people we fly, and our attention to detail are what sets Eastern Airlines apart from its competitors. Natural curiosity and hunger for wonder are behaviors that make our employees successful.

This summary outlines the key knowledge, skills, and abilities essential for the Executive Assistant position.

General

This is a full-time position reporting directly to the President of Eastern Airlines, with interactions across all company employees and visitors.

The ideal candidate must be able to represent the company professionally, embodying its values and culture while collaborating with all levels of staff, including executives, in a fast-paced and dynamic environment.

Duties and Responsibilities

• Schedule meetings, appointments, and events to ensure optimal use of the executive's time.
• Arrange flights, accommodations, and transportation for business trips, ensuring smooth travel logistics.
• Screen and respond to emails, calls, and messages, acting as a liaison between the executive and stakeholders.
• Organize and prepare meeting agendas, ensuring all necessary materials are provided.
• Take meeting minutes, track action items, and follow up on deadlines.
• Coordinate conference calls and virtual meetings.
• Assist with managing projects, tracking deadlines, and ensuring milestones are met.
• Collaborate with internal teams and external resources to ensure smooth project execution.
• Handle confidential and sensitive information with discretion.
• Organize corporate events, conferences, and other company gatherings.
• Serve as the point of contact for the executive with internal and external stakeholders, including clients, partners, and staff.
• Resolve administrative issues related to logistics, team coordination, or scheduling conflicts.
• Manage office supplies and equipment, ensuring a well-organized and efficient environment.
• Assist with the company's social media presence, developing content and managing engagement across social media platforms.
• Stay updated on social media platforms, trends, and opportunities.
• Greet visitors and staff professionally, maintaining a positive and friendly demeanor.
• Manage special projects as requested by executives.
• Perform general office duties, including copying, scanning, and filing.
• Order, organize, and track office and kitchen supplies.
• Process, schedule, and direct mail, incoming packages, and deliveries.
• Manage the company's FedEx/UPS account and its users.
• Coordinate food and beverage for meetings and events, including setup and cleanup.
• Perform other duties as assigned by the Executive or Leadership team.

Qualifications

• Proven experience as an Executive Assistant or in a similar administrative support role.
• Demonstrates a high level of professionalism when interacting with executives, staff, clients, and external partners.
• Strong customer service orientation, ensuring a positive experience for all stakeholders.
• Experience managing executive calendars, scheduling meetings, appointments, and events in a fast-paced environment.
• Familiarity with arranging travel logistics, including flights, accommodations, and transportation.
• Excellent verbal and written communication skills, with the ability to screen, respond to, and prioritize emails, calls, and messages.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Proficient in graphic design tools, including Adobe Creative Suite and Canva.
• Ability to work under pressure in a team environment.
• Strong interpersonal skills, able to greet visitors and staff professionally and maintain a positive and friendly demeanor.
• Highly organized, with strong attention to detail in preparing meeting agendas, tracking action items, and following up on deadlines.
• Adaptable and flexible in handling various tasks and assignments as requested by executives or the leadership team.
• Experience with general office duties, such as copying, scanning, filing, and ordering supplies.
• Ability to manage multiple tasks and prioritize effectively, ensuring optimal use of the executive's time and efficient coordination of projects.
• Proven ability to manage office supplies, equipment, and ensure an organized work environment.
• Proficient in Microsoft Office Suite and Adobe platforms
• Pass a pre-employment drug test, and criminal history records check (CHRC).
• Eligible to work in the United States.
• Ability to multitask and work under pressure in a dynamic environment.

Eastern Airlines LLC is an Equal Opportunity Employer.