Executive Administrator, Operations Support

We are seeking an Executive Administrator, Operations Support providing critical administrative support to our Aviation Senior Leadership while supporting our Industry Group operations. This role is ideal for someone who enjoys a blend of administrative and operations responsibilities, with the opportunity to liaise across multiple departments within the Aviation industry group. This role is a direct report to the ABM Aviation President providing high visibility and exposure to all our ABM Enterprise Executive Leadership. 

Benefits: ABM offers a comprehensive benefits package.  For information about ABM’s benefits, visit ABM 2025 Employee Benefits | Staff & Management

Key Responsibilities: 

 Administrative Support: 

Provide administrative support to the President and Aviation leadership team 

Plans, coordinates and schedules meetings and manage logistics for internal and external / client-facing events. 

Arrange travel for leadership team, including booking flights, cars, hotels, and restaurant reservations. 

Manage and process expense reports for leadership team. 

Communicates directly and on behalf of the leadership team with operations staff related to department and company initiatives. 

Follows through on projects to successful and timely completion. 

Presentation & Reporting: 

Gather, assemble, and summarize key data for internal and external presentations. 

Create professional reports and presentation materials for leadership and client meetings. 

Insurance/Fleet Management: 

Maintain a list of active vehicles in the field. 

Collaborate with operations to track vehicle usage, status changes, and field updates. 

Support the finance team in preparing monthly journal entries to record insurance expenses for high-value vehicles. 

Manage the claims process by working with field teams to collect expense receipts for vehicle-related incidents. 

Facilitate the release of reimbursements to the Profit & Loss (P&L) statements according to the financial plan.  

Assist the finance team in reassessing the vehicle insurance plan on a quarterly basis. 

Cross-Functional Liaison: 

Serve as a cross-functional support and liaison for the Aviation industry group. 

Build and maintain strong working relationships across departments to ensure smooth communication and collaboration. 

Qualifications: 

Bachelor’s degree or equivalent work experience. 

2+ years of experience in corporate business environment providing administrative and / or operational support.   

Strong proficiency in Word, Excel, PowerPoint, and other data management tools as well as the aptitude to learn new programs as needed. 

Proven organizational skills with attention to detail. 

Strong communication and interpersonal skills (written and verbal) to collaborate across the operations team and cross-functional departments. 

Ability to handle confidential information with discretion. 

Key Competencies: 

Analytical Thinking 

Problem Solving 

Team Collaboration 

Attention to Detail 

Time Management 

Strong Written & Verbal Communication 

#200