JOB SUMMARY:

Handle mixture of secretarial, clerical, and administrative work for Marketing Services & Development group. Assist w/Marketing budget creation. Administer the demonstration aircraft billing which includes maintaining the Interchange and Timeshare database as well as the Demo Billings database. Provide assistance and oversight for special events. Other misc. tasks

PRINCIPAL DUTIES/RESPONSIBILITIES (ESSENTIAL FUNCTIONS):

Daily office functions:

• General office procedures - screen telephone calls, sort/code mail, file, copy, scan/fax, etc.

• Track purchase orders, invoices, credits and payments

• Monitor availability of technical brochures and related product data

• Keep scheduled projects (example: budget, conference) "on time"

• Assist Sr. Director, Marketing & Communications with day-to-day responsibilities

• Assist others in the dept as needed and as time permits

• Suggest improvements to the Demo Billing/Tracking software

• Other duties as assigned by Sr. Director, Marketing & Communications

Budget:

• Help prepare and coordinate data for multi-department Marketing budget.

• Update/distribute changes and revisions. Check/distribute monthly spreadsheets

• Track expenses and note irregularities. Process reports as necessary

Flight Hours:

• Coordinate multi-department elements for monitoring and charging flight activity.

• Examine/inventory logs from DFJ and non-DFJ flights. Note contract or other agreement terms

• Track Timeshare/Interchange/Contract hours and obligations. Apply necessary action

• Prepare demo draft for all appropriate legs. Synchronize steps from authorization through invoicing

• Record invoices, no-charges or cost-of-sale. Work on related reports

Special Events (NBAA Static, APC, Sales Meetings, Briefings, etc.):

• Act as contact person for responses and internal/external questions regarding event

• POC for NBAA Static Display personnel activity and planning

• Track replies relating to attendance, activities, flights, etc.

• Provide statistics to Travel Planner and supervisor regarding status in a timely manner

• Organize/generate lists, charts, badges, table assignments, place cards, etc.

• Execute projects as needed (design signs, ship supplies, set up attendee brochure, etc.)

Misc:

• Update proposal contents for all current Falcons

• Cross-train with other M&C Administrative Assistant in order to provide basic coverage during absence.

Software:

• Microsoft Word, Excel, PowerPoint

• Siebel

• AviSource - Flight scheduling system used by flight ops for operational management

• File Maker Pro or equivalent used for Demo Billing and Interchange and Timeshare tracking