Flight Ops Admin Asst

About the role

The Flight Operations Administrative Assistant (FOAA) supports the Flight Operations and Scheduling Departments, with primary emphasis on crew training administration, records management, and regulatory documentation.

Responsibilities

• Maintain and perform continuous and scheduled audits of flight operations records.
• Maintain the Pilot Records Database (PRD) under the direction of the Chief Pilot.
• Conduct routine reviews of the EASA site and update crewmember 8410s, aircraft documents, and safety documents.
• Track crew documents and assist with the collation and distribution of LOAs and Ops Specs.
• Support administration of the Aircrew Academy program, including tracking training, assigning curriculum, and processing completion documentation.
• Audit the training calendar and schedule recurrent and initial training slots.
• Book training-related travel and process post-training documentation.
• Coordinate, schedule, and document in-house training, including emergency drills and TOCP.
• Schedule additional and specialized training as directed.
• Crew Scheduling & Availability
• Coordinate crewmember days off and availability.
• Manage ongoing changes to crew days off throughout the month.
• Coordinate with the Scheduling Department to establish and verify crew availability, currency, and proficiency.
• Manuals & Document Control
• Assist with updates and revisions to flight operations manuals and materials.
• Create and maintain aircraft binders for the entire Chantilly Air fleet.
• Crew Onboarding & Meetings
• Coordinate with management to schedule interviews for prospective new hires.
• Coordinate with other departments to facilitate the onboarding of new pilots.
• Schedule pilot meetings and record meeting minutes.
• Duty Logs & Reporting
• Print and review crew duty logs.
• Update crew training records and transfer completed logs to the annual duty log binder at year end.
• Prepare monthly expense reports.
• General Administrative Support
• Order crew uniforms for current crewmembers and new hires.
• Perform additional duties as assigned by the Chief Pilot, Assistant Chief Pilot, or Director of Managed Aircraft & Charter.

Requirements

• Extraordinary customer service skills.
• Strong attention to detail.
• Excellent communication skills.
• Ability to handle confidential information with discretion.
• Extremely organized, technical, punctual, and professional.
• Experience with Portside Horizon and FOS software.
• Familiarity with Part 135 operations and crew recordkeeping.

Qualifications

• 2 years of relevant experience.

Skills

• Records Management
• Regulatory Documentation
• Crew Training Administration
• Scheduling
• Microsoft Office
• Customer Service
• Attention To Detail
• Communication Skills
• Confidentiality
• Organization
• Portside Horizon
• FOS Software
• Part 135 Operations
• Audit Performance
• Document Control
• Onboarding

Benefits

Chantilly Air offers a very comprehensive compensation package. Salary will be commensurate with the selected candidate’s qualifications.

Pay

Salary: 62000.0

Schedule

Start Date: Immediate

Benefits

Chantilly Air offers a very comprehensive compensation package. Salary will be commensurate with the selected candidate’s qualifications.

Contact

To apply, please complete the application and attach your cover letter and résumé. No phone calls please.