Administrative Assistant

Description:

Who we are

SETNA is a global leader in aircraft and engine leasing, component stocking, and MRO services. Specializing in airframe and engine teardowns, large-scale inventory acquisitions, and daily trading, we keep high-demand materials In Stock, Ready to Go™. With warehouses in Arizona, Chicago, London, and Miami and sales and trading teams in 15 countries, SETNA manages inventory and customer needs worldwide.

Benefits include:

• Comprehensive medical, dental, and vision coverage
• 401(k)
• Paid time off and holidays
• Professional development opportunities
• On-site gym

Job Summary

The Administrative Assistant reports to the Executive Assistant and provides proactive, confidential support to the Executive Assistant, CEO, and leadership team in a fast-paced, service-oriented environment. The role coordinates meeting and travel logistics, maintains administrative records, manages vendors, office supplies, and gifts, and completes local errands while anticipating needs and ensuring timely follow-through. Success requires exceptional organization, discretion, adaptability, communication, and a willingness to handle both administrative and hands-on responsibilities.

Responsibilities include

Administrative Support

• Partner with the Executive Assistant to manage requests, deadlines, and follow-ups
• Coordinate executive meetings, vendors, catering, and related logistics
• Maintain spreadsheets, files, contact information, and other administrative records
• Build effective working relationships across the organization

Travel and Coordination

• Arrange flights, lodging, ground transportation, and dining reservations
• Prepare itineraries, manage changes, and track confirmations, preferences, and receipts
• Coordinate client dinners and related guest logistics

Executive Support and Errands

• Manage executive and employee gifts, including purchasing, preparation, shipping, and distribution
• Maintain executive office and refreshment supplies
• Handle local errands, pickups, returns, appointments, and vehicle service coordination

Who you are

• At least 2 years of experience in a similar role, such as executive support, administration, office coordination, or hospitality
• Strong organization, communication, judgment, and follow-through
• Discretion, adaptability, and a service-oriented approach
• Comfort with both administrative and hands-on responsibilities

The duties and responsibilities listed above are not intended to be an exhaustive list of all duties and may be subject to change at any time, with or without notice.

We are an Equal Opportunity Employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. We celebrate diversity and are committed to creating an inclusive environment for all employees. We value the unique backgrounds, experiences, and perspectives of our employees and believe that it strengthens our organization and drives innovation.

Requirements: