Administrative Assistant

7 days ago

Washington, United States Airports Council International - North America Full time

About ACI-NA


Airports Council International – North America (ACI-NA) is an aviation trade association based in Washington, D.C. ACI-NA is the voice of North American airports, representing local, regional, and state governing bodies that own and operate commercial airports in the United States and Canada. Our members represent more than 300 airports operating in the United States and Canada and nearly 400 aviation-related businesses.


Summary Description of Job


The Administrative Assistant is a position supporting ACI-NA Committee Secretaries (subject matter experts), ensuring all facets of Committee work and conference coordination run smoothly by providing exceptional logistical and planning support. The Administrative Assistant will collaborate with staff in the facilitation and logistics for key ACI-NA conferences. The Administrative Assistant will also assist in other administrative tasks related to the various Committees and Working Groups including roster management, updates to web site content, committee and working group meeting scheduling.


The Administrative Assistant’s primary focus will be assisting the Secretaries of the Environmental Affairs; Operations, Planning, Safety, Infrastructure & Development; and Business Information Technology committees.


The Administrative Assistant will report to the Senior Vice President for Safety & Regulatory Affairs.


Function of the Position:


Under the guidance of ACI-NA Committee Secretaries, the Administrative Assistant is responsible for Committee logistics, including scheduling of calls, submission of speaker bios, registration, audio/visual needs, and updating conference and meeting agendas. The Administrative Assistant will also maintain speaker-related data and generate periodic reports, collaborating as necessary with other ACI-NA departments.


The Administrative Assistant will become versed in the various Committees and the planning of ACI-NA conferences with the expectation of growing to take on additional Committee-related responsibilities. The Administrative Assistant will offer solutions/options when presenting problems and suggestions to improve systems and processes to further strengthen the services provided by Committee Secretaries to ACI-NA members.


Job Duties:


  • Manage and coordinate Committee administrative tasks, with particular focus on the Environmental Affairs; Operations, Planning, Safety, Infrastructure & Development; and Facilitation Committees.
  • Manage assigned conferences, including end-to-end speaker communications, collection of materials, and onsite speaker deliverables to ensure speakers are prepared for each event.
  • Manage agenda and mailing list changes and updates.
  • Manage speaker communication emails and organize preparatory calls, ensuring efficient follow-ups.
  • Assist with onsite program management including full conference run of show, stage management, speaker audio/visual needs, and special presentations
  • Work jointly with staff to streamline the coordination and administrative operations between the Committees
  • Provide efficient and effective customer service for inquiries to ACI-NA members.


Education and Experience Required


  • Bachelor's degree or equivalent.
  • Prefer 2 years or more of trade association or aviation industry experience.


Key Competencies/ Knowledge, Skills & Abilities



  • Exceptional organizational and logical skills and ability to plan, track and perform multiple tasks; must be able to manage multiple priorities and maintain a high attention to detail and accuracy while consistently meeting deadlines.
  • Effective people skills in a collaborative work environment.
  • Exceptional communication, strong interpersonal and relationship-building skills, especially with executive-level professionals.
  • Creative and innovative thinker with strong attention to detail.
  • Ability to quickly recognize or anticipate problem areas and quickly develop solutions
  • Demonstrated ability to adapt, implement, manage change, and strive for continuous improvement.
  • Strong and proficient skills with Microsoft Office tools including Word, Excel, PowerPoint, and SharePoint.
  • Experience with use of social networking software applications (e.g., Microsoft Teams, LinkedIn) a plus.
  • Computer proficiency and adept at learning new software
  • Ability to thrive in high-pressure situations.
  • Ability to travel in the US and Canada approximately 10% for work.


Hybrid Work:


ACI-NA operates in a hybrid work model and staff works remotely 2-3 days per week. The ideal candidate should be located in the DMV area (Washington, DC - Maryland - Virginia).

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