Secretary

Job Description: Secretary for FAA Designated Engineering Representative (DER)

Position Overview

We are seeking a highly organized and detail-oriented Secretary to provide administrative support to a Federal Aviation Administration (FAA) Designated Engineering Representative (DER). The successful candidate will play a critical role in ensuring the smooth operation of the DER’s activities, managing sensitive documentation, and facilitating communication with clients, regulatory bodies, and internal teams. This role requires professionalism, discretion, and the ability to handle complex administrative tasks in a fast-paced aviation engineering environment.

Key Responsibilities

Administrative Support: Manage the DER’s schedule, including coordinating meetings, appointments, and travel arrangements with clients, FAA personnel, and other stakeholders.

Document Management: Prepare, organize, and maintain technical and regulatory documentation, including FAA certification forms, engineering reports, and compliance records, ensuring accuracy and adherence to FAA standards.

Communication Liaison: Serve as the primary point of contact for internal and external communications, including emails, phone calls, and correspondence with the FAA, clients, and project teams.

Data Entry and Record Keeping: Maintain accurate records of project timelines, certification statuses, and client interactions in compliance with FAA regulations and company policies.

Meeting Coordination: Schedule and organize meetings, prepare agendas, take minutes, and distribute relevant materials to participants.

Confidentiality: Handle sensitive and proprietary information with the utmost discretion, ensuring compliance with FAA and organizational confidentiality requirements.

Office Management: Order supplies, manage office equipment, and ensure a professional and efficient work environment for the DER and associated teams.

Project Support: Assist with tracking project milestones, deadlines, and deliverables related to FAA certifications and approvals.

Compliance Assistance: Support the DER in maintaining compliance with FAA regulations, including organizing documentation for audits and reviews.

Qualifications

Education: High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, aviation, or a related field preferred.

Experience: Minimum of 2-3 years of administrative or secretarial experience, preferably in an aviation, engineering, or regulatory environment.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.

Familiarity with FAA documentation processes or regulatory compliance is a plus.

Soft Skills:

Exceptional organizational and time-management skills.

Strong written and verbal communication skills.

Ability to prioritize tasks and work independently in a fast-paced environment.

High level of professionalism and attention to detail.

Ability to handle confidential information with discretion.

Knowledge: Basic understanding of FAA regulations, aviation terminology, or engineering processes is highly desirable but not required.

Certifications: Not required, but familiarity with FAA certification processes or administrative certifications (e.g., Certified Administrative Professional) is a plus.

Work Environment

Schedule: Full-time, Monday through Friday, with occasional flexibility required for urgent project deadlines or FAA-related activities.

Benefits

Competitive salary commensurate with experience.

Health, dental, and vision insurance; 10 paid holidays 12 days PTO accrued throughout the year; 401(k) with company matching contribution up to 6%, the company will contribute 3% whether or not you contribute.

Paid time off and holidays.

Opportunities for professional development and training in aviation regulatory processes.