Administrative Assistant to Managing Director Corporate Security

How you'll help us Keep Climbing (overview & key responsibilities)

This individual will report to and directly support the Managing Director of Corporate Security in addition to providing support to other leaders and overall Corporate Security team.  In addition, this role may support other administrative needs within the overall Corporate Safety, Security and Compliance division.  The candidate must be well organized, self-directed, flexible, team-oriented and enjoy problem-solving along with the challenges of supporting an office of diverse people and assignments.

The candidate must possess excellent interpersonal, verbal and written communication skills, strong decision-making ability and superior attention to detail, with an ability to multitask, anticipate needs, prioritize and work independently to perform advanced, diversified and confidential administrative duties.

In addition, the candidate will have the ability to create, manage and maintain multiple schedules, meetings and travel itineraries; complete, submit and reconcile expense reports; and oversee or coordinate events and logistics, such as meetings, A/V conferencing set-up, conference rooms, presentation and materials preparation. Filing, documenting, and preparing reports, presentations, org charts, memos, letters, and other documents utilizing MS Word, Excel, PowerPoint, Visio and Outlook is a requirement.

The candidate must interact with individuals inside and outside the company with a high degree of professionalism, hospitality, and business presence. The candidate must be flexible, proactive, resourceful, and efficient in a fast-paced environment, and exhibit an energetic “can-do" approach to job duties.

Summary of responsibilities (not comprehensive of all tasks):

Schedules meetings and maintains calendar and travel itineraries. Proactively reviews meeting requests and identifies conflicts; works with appropriate cross-divisional contacts to resolve.

Uses communication and interpersonal skills to greet visitors and employees to the corporate security offices; manages incoming calls and resolves routine and complex inquiries.

Maintains oversight of department inventory (printers, staff computers, phones, keys, and supplies) and ensures facilities are maintained properly.

Reserves conference rooms and arranges catering as necessary.

Operates word processing software and assists in developing, implementing, and monitoring internal business systems and procedures.

Administers filing system and monitors and orders office supplies and common office purchases using purchasing account.

Completes and submits expense reports and oversees/approves expenses submitted to the security leader.

Organizing domestic and international travel arrangements which include flight reservations, hotels, etc.

Must be well organized, self-directed, flexible, team-oriented and enjoy problem-solving along with the challenges of supporting an office of diverse people and assignments.

Actively contributing to a positive group atmosphere and maintains strict confidentiality in all business practices.

Practices safety-conscious behaviors in all operational processes and procedures.

What you need to succeed (minimum qualifications)

Must have advanced computer skills in Microsoft Outlook and Word; proficiency in Excel and PowerPoint is strongly preferred.

Ability to anticipate the business needs and priorities of department leaders.

Must have the ability to communicate verbally and in writing with all levels of staff, from frontline employees to executive staff, and external contacts. Should have the necessary skills to effectively write business correspondence and work procedures.

Must have excellent interpersonal and relationship building skills at all levels within the organization.

A self-directed team player with an energetic can-do work attitude, initiative, and professional presence.

Should have the communication skills necessary to screen and route calls and make inquiries regarding business processes or schedules and be able to communicate and direct the assignments and responsibilities of others as necessary.

Should have knowledge of corporate business processes and procedures such as travel, payroll, benefits, reimbursements, and expense reporting.

Must be detail oriented and ensure that information is accurate and that documents are grammatically correct, and that work is completed in a timely and effective manner.

Must have strong organizational/leadership skills to develop office procedures, prioritize and schedule work activities of self and others and balance multiple assignments with limited direction.

(If transferring internally) Must be performing satisfactorily in current position.

Demonstrates that privacy is a priority when handling personal data.

Consistently makes safety and security, of self and others, the priority.

Is at least 18 years of age and has authorization to work in the United States.

Possesses a high school diploma, GED, or high school equivalency.

Embraces diverse people, thinking, and styles.

What will give you a competitive edge (preferred qualifications)

A self-directed team player with an energetic can-do work attitude, initiative, and professional presence.

Communication skills necessary to screen and route calls and make inquiries regarding business processes or schedules and be able to communicate and direct the assignments and responsibilities of others as necessary.

Detail oriented and ensure that information is accurate and that documents are grammatically correct, and that work is completed in a timely and effective manner.

Knowledge of Delta’s security policies, procedures, and manuals.

Experience in supporting multiple leaders within large organizations.