Executive Assistant

2 weeks ago

Hillsboro, United States Hillsboro Aviation Full time
About Hillsboro Aviation

Founded in 1980, Hillsboro Aviation offers complete helicopter and airplane services comprised of five divisions: contract & charter, aircraft sales & management, service center, FBO, and parts sales. Serving domestic and international markets in the government, commercial, and private sectors, we have over 85 employees and 10 turbine aircraft. We operate out of our award-winning headquarters at the Portland-Hillsboro Airport (KHIO).

Our Vision

We believe in the power of a personal approach. We passionately purvey the notion of flight, a dream demanding creativity, persistence, resilience, and intent. We strive to foster a legacy of innovative thought, leadership, mentorship, service, and sustainability. We are dedicated to providing opportunity and growth for our team, our customers, and our community by providing extraordinary and memorable experiences in the air and on the ground.

The Position

As an Executive Assistant you will work closely with the Senior Management team to ensure optimal use of HubSpot CRM to facilitate marketing activities and provide high-level admin support. You will report to the Vice President/COO and will be responsible for the following, including but not limited to:
  • Lead the management, maintenance, and optimization of HubSpot CRM, ensuring the system is used efficiently across all departments.
  • Act as a liaison between the executive and other staff, clients, or partners. Handle incoming calls, emails, and other correspondence in a timely and professional manner.
  • Assist with special projects, research, and other tasks as assigned. Track deadlines and ensure project timelines are met.
Ideal candidates can work independently within his/her areas of responsibilities under limited supervision; value a strong work ethic and optimistic attitude; maintain a critical eye for detail and organization; are excited to represent Hillsboro Aviation in front of key customers, including foreign governments, community leaders, and business partners.

Job Responsibilities
  • HubSpot CRM Management:
    • Lead the management, maintenance, and optimization of HubSpot CRM, ensuring the system is used efficiently across all departments.
    • Input, track, and manage client leads, opportunities, and sales pipelines, ensuring all data is accurate and up-to-date.
    • Create, implement, and manage workflows, automations, and email campaigns to enhance client engagement and streamline internal processes.
    • Generate detailed sales, marketing, and performance reports, and assist with interpreting data for strategy development.
    • Collaborate with marketing and sales teams to ensure HubSpot is aligned with company goals and initiatives.
    • Train staff on best practices for using HubSpot and troubleshoot any issues related to the system.
  • Calendar Management:
    • Schedule and manage appointments, meetings, and travel arrangements for the executive, ensuring time is utilized effectively.
  • Communication Support:
    • Act as a liaison between the executive and other staff, clients, or partners. Handle incoming calls, emails, and other correspondence in a timely and professional manner.
  • Travel Coordination:
    • Plan and organize domestic and international travel, including flights, accommodations, itineraries, and transportation.
  • Meeting Coordination:
    • Prepare agendas, take minutes, and follow up on action items from meetings. Organize and schedule internal and external meetings with high attention to detail.
  • Document Management:
    • Draft, proofread, and edit correspondence, presentations, reports, and other documents. Maintain and organize important files and confidential information.
  • Project Support:
    • Assist with special projects, research, and other tasks as assigned. Track deadlines and ensure project timelines are met.
  • Expense Management:
    • Process expenses, create reports, and track budgets for the executive's office.
  • Event Planning:
    • Coordinate logistics for company events, conferences, and functions as required.
  • Other duties as assigned
Qualifications/Licenses
  • Education:
    • Bachelor's degree or equivalent experience preferred.
  • Experience:
    • 3+ years of experience managing HubSpot CRM, as well as executive assistant or administrative support experience, preferably in a corporate setting.
  • Technical Skills:
    • Advanced proficiency in HubSpot CRM, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management tools and virtual meeting platforms (e.g., Zoom, Microsoft Teams).
  • Organizational Skills:
    • Strong time-management skills, ability to multitask, and prioritize effectively, especially when managing HubSpot alongside other responsibilities.
  • Communication Skills:
    • Excellent written and verbal communication abilities, with a high level of professionalism.
  • Attention to Detail:
    • Exceptional attention to detail and accuracy, especially in managing and analyzing CRM data.
  • Problem-Solving:
    • Ability to handle complex situations, especially regarding CRM processes, and prioritize conflicting demands.
Preferred Skills/Experience
  • HubSpot certification or advanced proficiency with CRM systems.
  • Experience in sales, marketing, or business development teams, with knowledge of CRM-based activities.
  • Ability to maintain confidentiality and discretion at all times.
  • Experience in event coordination and travel logistics.
  • Experience in the general aviation industry
Benefits
  • Competitive salary
  • Paid vacation, sick days, and holidays
  • Medical, dental, and vision
  • 401K
Hillsboro Aviation's growth and sustainability is rooted in its commitment to attracting a diverse set of talent from around the world. To that end, we encourage qualified individuals from all walks of life to apply. We are an equal opportunity employer (EEO) and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

This job will remain open until filled. Please do not call regarding the status of your application.

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