Administrative Assistant I, II, III

About the role

Employees in this classification perform sensitive, and confidential administrative work in support of their assigned department and management staff. This includes a wide variety of tasks designed to relieve the management staff of administrative / secretarial functions for the Ontario International Airport Authority (OIAA). DISTINGUISHING CHARACTERISTICS The Administrative Assistant III is the Level III within the Administrative Assistant series and is responsible for performing highly complex, sensitive, and confidential assigned duties as identified below. Incumbents within this classification initially perform highly complex duties and responsibilities as an experienced assistant. The Administrative Assistant III is responsible for providing assistance in carrying out special projects, supervising or coordinating specific programs, and proactively attending to administrative details. JOB RESPONSIBILITIES Important and essential duties may include, but are not limited to the following: Performs duties consistent with the Administrative Assistant II independently. Serves as primary liaison with cross-departmental senior management for communication regarding projects, development of training, policies and procedures, and data from core components of administrative support. Assists in the discovery, development, and scoping of new solutions to create a consistent, inclusive, professional experience and work environment for all OIAA employees, customers, and partners. Leads, mentors, and provides training to the Administrative Assistant I and IIs. Schedules and organizes activities including, but not limited to, meetings, travel, conferences, events, and department activities for all members of the department. Collaborates with other departmental admins to maintain a cohesive organization-wide schedule and calendar for the executive team as a whole. Creates and maintains a library of professional correspondence templates. Types general correspondences, memos, charts, tables, graphs, etc. Proofreads drafts for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Acts as departmental procurement officer when required through the financial system. Establishes and coordinates standardized process flows to make travel arrangements for conferences, workshops, and other meetings to be attended or administered by personnel. Maintains appointment schedules and calendars for department management staff as needed. Trains and provides work direction to other personnel or volunteers as needed. Establishes, develops, maintains, and updates filing system for management staff. Sorts and distributes mail. Opens mail for the management staff. Maintains and creates drafted written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Documents the department's corporate credit card expenses for reimbursement. Answers phones for the management staff and the assigned. Takes messages or fields/answers routine and non-routine questions. Handles confidential and non-routine information and explains policies when necessary. Creates and develops visual presentations as directed. May provide trainings to the Administrative Assistant I and II. Seeks and implements efficiency improvements in various processes and p

Benefits

Additional Information

Want to be a part of something bigger than yourself? To contribute to a team making moves on a global scale? Then you're invited to join the team that lives the So Cal, So Easy vibe. The phenomenal team works daily to connect people, places and create experiences for the millions of passengers traveling through Southern California's Ontario International Airport (ONT). ONT is looking for people who think outside of the box, who get excited about the possibilities, and who want to continue paving the way for the fastest growing airport in the U.S. If you want to be a part of a vibrant team making world-class moves, and contribute to shaping the future of this airport, region and industry, then look no further. #ThisisONT. We are currently seeking a highly motivated individual to support our Procurement Team! Depending on the qualifications and experience, you may be considered for one of the following levels below. Applications will be accepted through June 12th, 2026 or until the first 150 applications are received.

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