Administrative Coordinator

The Allegheny County Airport Authority [ACAA] invites you aboard our mission to create meaningful travel experiences in the aviation industry. As Pittsburgh’s gateway to the world, both Pittsburgh International Airport and Allegheny County Airport serve as beacons of change and connectivity for our region. As a member of our crew, you will directly serve, inspire, and advance our community in significant ways that impact the daily lives of others and the future of our organization. Whether you have a passion for travel, an appreciation for aeronautics and aviation, or an unparalleled love for the city of Pittsburgh, ACAA provides the opportunity for the next chapter of your career to take flight.

Our culture is one that emphasizes high performance, innovation, and learning. We know that those things only happen when everyone who works in an organization is properly empowered, equipped, and enabled in their roles to make an impact. At ACAA success is a shared responsibility, and we look forward to supporting and developing the unique strengths you could bring to our team.

Job Summary

The ACAA’s Administrative Coordinator will report to the Senior Vice President, Human Resources and is responsible for providing a comprehensive range of administrative duties to ensure the overall efficiency of daily operations for the SVP, Human Resources. The incumbent in this role will provide advanced, strategic administrative support.

Here is how the Administrative Coordinator will help:

• Act as the first point of contact for SVP, Human Resources.
• Monitor and screen incoming calls and correspondence; proactively recommend response and responds independently when possible.
• Proactively coordinate and manage all core administrative tasks to including calendar administration and appointments; prepare the department head for meetings, maintain expenses.
• Manage a heavy calendar and proactively schedule internal and external meetings, working with both support team and across ACAA in a fast-paced environment.
• Prepare memorandum, letters, reports, agendas, notices, minutes, board materials and resolutions.
• Prepare presentations in a variety of formats including Keynote, PowerPoint, Google slides.
• Manage all travel related activity including itineraries, expenses and travel related services.
• Reconcile corporate American Express statements.
• Organize and prepare department meetings and cross-department meetings.
• Develop systematic approach for department administrative processes and procedures.
• Partner and work with internal stakeholders and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc.
• Assist with departmental tasks, including conference room requests, team events, offsites, employee recognition efforts.
• Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Act as custodian of corporate documents and records.
• Coordinate team participation in industry activities including ACI, SHRM, PHRA etc.
• Take and transcribe dictation.
• Create and maintain database of contacts, contracts, etc.
• Performs other related tasks as assigned or required.

The successful candidate for the role of Administrative Coordinator will demonstrate the following key competencies needed in our culture:

• Communication - Proactively conveys a clear, convincing, and timely message; Communicates effectively using two-way communication through strong verbal, written, and listening skills
• Strategic Thinking - Thinks “big picture”; Forward thinking and adept at seeing future outcomes and results; Commits to a course of action to accomplish individual, team and organizational goals
• Team Builder - Recognizes the value of team work and being an effective contributor to the team that drives desired results
• Customer Centricity - Aware of customer needs and the prioritization of our customers both internal and external; Makes decisions with customer in mind; Builds strong customer relationships

Qualifications

The following requirements list the minimum education/training/experience required to qualify for this job. An equivalent combination of education and/or experience may be accepted.

Preferred requirements to apply for the role of Administrative Coordinator are:

• Associates’ degree from an accredited college or university in business administration, administrative services or a related field.
• Three years related administrative experience. Experience supporting Senior Leadership preferred.
• Possess, or obtain prior to employment, a valid driver’s license. Note: license must be maintained throughout employment.

We also expect that candidates will demonstrate the following knowledge, skills, and abilities in most cases:

• Extensive ability to use Microsoft Office applications including Word, Excel, Power Point and Access.
• Considerable ability to:

1. 1. communicate honestly and effectively both orally and in writing with diverse constituencies on a variety of levels.
   2. prepare clear, concise and comprehensive written documents in English.
   3. manage multiple projects and meet deadlines.
   4. maintain confidentiality and exercise discretion.

• Ability to exemplify an optimistic and positive demeanor.
• Exhibit behavior reflective of the Authority’s Values “SOARING”.
• Considerable organizational skills, and the ability to function effectively in a fast-paced environment.
• Considerable interpersonal skills; tactful, mature, fair and consistent.
• Considerable ability to exercise strong judgement.
• Some knowledge of:

1. 1. the policies, practices and techniques of general management and administration.
   2. working with Senior Level Management.
   3. ability to solve problems with attention to detail.

Don’t meet every requirement?

Studies have shown that women and people of color are less likely to apply to jobs if they don’t meet every single qualification. As a Smarter Airport, we recognize that talent is not always related job history and skills come from valuable experiences that aren’t always shown on a resume. If you are excited to make a positive change for our region, but your experience doesn’t align perfectly, we encourage you to apply. You may be the right candidate for our organization, whether it be this role or another.

Caring For Our Crew

At ACAA, we’ve got you covered. That applies to how we equip, empower, and enable our people to do their jobs. It also applies to our benefits, which are broader and more valuable than what many other employers offer:

• We offer two plan options for healthcare coverage from high-quality insurance carriers, as well as an ACAA-funded Health Reimbursement Account (HRA) that will help offset the cost of many medical expenses.
  • ACAA employees pay almost $1,200 less per year in healthcare payroll contributions than the average employee in other companies, according to market surveys.
  • When HRA funding is included, the health-plan deductibles paid by ACAA employees are about $1,200 lower on average than the costs paid by employees of other companies.
  • ACAA does not require that employees meet a separate deductible for pharmacy expenses before prescription-drug coverage kicks in.
• ACAA’s dental plans (included with healthcare coverage) offer an option covering children’s orthodontia.
• Employees also can take advantage of a Flexible Spending Account (FSA) to help pay for health care and dependent care expenses on a pre-tax basis.
• All eligible full-time ACAA employees participate in the Allegheny County Employees Pension Plan, a defined-benefit plan that vests after 10 years of service.
• Employees also may participate in a Deferred Compensation Plan, which allows them to contribute part of their pay on a pre-tax basis into long-term retirement investments.
• A robust Employee Assistance Program (including access to free counselling sessions, financial guidance, and care coordination), life insurance options, a wellness program, and eligibility for the Public Service Loan Forgiveness program round out ACAA’s exemplary benefits.
• Employees may enroll their children from 6 weeks to 5 years of age in our on-site preschool and childcare center, La Petite Academy, at Pittsburgh International Airport.

About Allegheny County Airport Authority

Allegheny County Airport Authority, which manages Pittsburgh International Airport (PIT) and Allegheny County Airport (AGC), is committed to transforming Pittsburgh’s airports to reflect and serve the community, inspire the industry, and advance the region’s role as a world leader.

Pittsburgh International Airport serves nearly 10 million passengers annually on 17 carriers and was named by Fast Company magazine as One of the Most Innovative Companies in the World as well as a finalist in its World Changing Ideas awards, both in 2020. PIT’s first-of-its-kind microgrid – which completely powers the airport campus through natural gas and solar energy – has won numerous awards for resiliency and sustainability.

PIT is in the midst of an ambitious terminal modernization that will make the passenger experience more efficient and deliver real opportunity for the region. The $1.4 billion new terminal program will construct a smarter, greener airport, inspired by the best of our region. The updated terminal lands in 2025 and will be the first airport terminal in the U.S. to be built from the ground-up post-pandemic, designed and constructed with the highest public health standards in mind.

EEO