Job Description

Job Opportunity At Aero Simulation, Inc.

For over 40 years, Aero Simulation, Inc. (ASI) has provided quality flight training devices to the US Military. ASI has successfully built numerous training systems with a primary focus on aircrew and maintenance training systems. Our current programs include, but are not limited to, the B-1 Training Systems (Air Force), E-2D Training Systems (Navy), CH-53E Training Devices (USMC), IMOMS (Coast Guard), Navigation, Seamanship, Shiphandling Trainer - NSST (Navy). To learn more about ASI visit Programs - Aero Simulation, Inc. ASI is a 100% employee-owned engineering and manufacturing company committed to supporting the nation's warfighters. Being 100% employee-owned directly impacts our culture: it drives our decision-making, motivates our teams, increases our productivity, improves retention and contributes to the future success of our company. Our culture is one where we work hard for our clients and for each other - and we have fun collaborating, sharing experience and expertise, and learning along the way. We strive to deliver exceptional quality, elevate client relationships, and enrich the careers and lives of our employee-owners. As Employee-Owners, we are invested in the success and continued development of each other and the company. In addition to the Employee Stock Ownership Plan (ESOP), we offer a flexible work environment, generous paid time off, professional development opportunities, industry competitive compensation, and superior benefits to include medical, dental, 401k and more. ASI is a great place to build a career and grow with a company that is dedicated to quality, service and to fostering a community of support for each and every member of the team. To learn more about this opportunity, keep reading!

Position Summary

This role plays a pivotal part in orchestrating all internal and external events for Aero Simulation, Inc., ranging from external customer meetings to initiatives aimed at bolstering employee morale. Apart from aiding the Human Resources and Finance teams, this position liaises with other departmental groups when necessary. Ensuring top-notch customer service and strict adherence to company standards is of utmost priority.

Essential Duties And Responsibilities

Administrative Support

• Serve as the primary contact for guests, providing a warm welcome and managing security protocols
• Operate the front desk phone, routing calls and messages efficiently
• Oversee the scheduling of conference rooms and event calendars
• Handle incoming mail and manage express mail services
• Procure, stock, and distribute office supplies
• Draft, compose, and oversee various written materials, ensuring precision and quality
• Maintain and report data in designated computer systems
• Function as a Notary
• Lead and support varied special projects, encompassing research, presentations, and analyses
• Ensure work area and common areas are clean, organized and presentable at all times
• Perform other relevant administrative tasks as needed
• Augment Business Development administrative functions

Corporate Events Planning And Execution

• Coordinate logistics for industry events involving ASI, to include, but not limited to employee registration and travel arrangements
• Manage internal and external meetings, particularly those involving external attendees to include meals, activities and/or travel (when required)
• Facilitates an internal committee that develops a company-wide calendar of employee events that provide meaningful experiences for employees (and on occasion, the employee's family)
• Collaborate with Human Resource Manager on vision, budgetary requirements, and overall objectives of event to maximize return on investment
• Scout event venues and caterers, ensuring the best fit
• Maintains Morale Events budget by tracking expenditures and updating status of morale budget in preparation for bi-weekly staff meetings
• Manage event invitations and attendance
• Drive community initiatives like blood drives and adopt-a-street campaigns
• Deliver post-event reports, analyzing successes and areas for enhancement
• Coordinates employee volunteer and community other activities such as blood drives, adopt-a-street, school supply drives, etc.
• Provides an After-Action Report on all events to include the event name, type of event, intended audience, number of attendees, identify what worked well and identify opportunities for improvement

HR/Finance Support

• Processes paperwork and performs a variety of clerical/data entry tasks to support Human Resources and/or finance administration
• Verifies and reviews HR and/or finance documents and reports for completeness and conformance with established regulations policies and procedures
• Coordinates interview schedule to include room reservations, completion and tracking of pre-interview paperwork, etc.
• Provides administrative support while onboarding new employees to include addition to organizational chart, seating chart, ASI shirt order, etc.
• Provides support to the HR department for training and professional development events to include event logistics, tracking, and more
• May assist with accounting tasks, accounts payable, accounts receivable, preparing invoices, monthly/year end closeout, or audits

Business Development Support

• Assist with BD Call Plans and coordination
• Assist with Salesforce tool administration
• Assist with Gate Review and customer engagement briefs
• Assist with conference show coordination and planning
• Assist and collaborate with capture teams
• Assist with Customer Visit Coordination and reception

Supervisory Responsibilities

This position has no supervisory responsibilities.

Requirements

Experience Requirements

• ENTRY: 1 to 3 Years
• MID: 3 to 7 Years
• SEN: 7+ Years

Required Skills And Abilities

• Minimum one year experience in a general office/administrative support environment, with HR or finance background preferred
• Must possess superior customer service skills with excellent interpersonal skills that can communicate effectively with various levels of the organization including, but not limited to employees, group leaders, directors, government customers, and candidates for employment
• Must have strong working knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Visio, Teams, and Project) with intermediate to advanced working knowledge of Microsoft Excel (preferred) and show a willingness to learn and master other software programs as needed
• Must be extremely detail oriented, well organized and able to prioritize multiple tasks in a fast-paced environment
• Must manage time efficiently with the ability to effectively balance multiple events at different stages, adapt to changes in the work environment and be able to deal with frequent changes, delays or unexpected events
• Must have reliably and consistent attendance, follow instructions, respond to management direction and accepts/acts upon feedback to improve performance
• Must have the proven ability to maintain confidentiality and appropriately handle sensitive information with tact and discretion
• Must be personable, upbeat, and professional communication style
• Professional demeanor and appearance

Additional Required Skills And Abilities

• General knowledge of Human Resources operations/procedures (preferred)
• Experience planning, coordinating, and executing events, meetings, celebrations and more
• Experience in entry-level project management
• Experience providing administrative support for events
• Experience coordinating with vendors (suppliers) and stakeholders during event planning and execution

Education Requirements

• High school diploma or equivalent (Required)
• Associate degree in business, human resources or finance (Preferred)

Employment Requirements

• Must be able to work onsite 100% of the time. This is not a remote or work from home position
• Due to contractual requirements must be a United States Citizen
• Must be able to pass an initial background check
• Must be able to obtain and maintain an active Department of Defense security clearance. Employee/selected candidate will be subject to a government security investigation and must meet eligibility requirements for access to classified information (as required)
• Required to communicate in English (verbal and written)
• Must be

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