About Macquarie AirFinance

A global aviation lessor providing aircraft and capital to the world’s airlines.

As a leading global aircraft lessor, we succeed through the quality of our team. We seek to build and maintain a culture of high performance by treating our employees with dignity and respect within a collaborative and inclusive environment. We provide competitive pay and benefits, learning and development opportunities, flexible working options, and alignment of company goals and values. 

We’re looking for an Administrative Assistant at Macquarie AirFinance (MAF), a global aviation lessor providing aircraft and capital to the world’s airlines.   You will provide professional secretarial, administrative, and operational support primarily for the San Francisco office, with occasional assistance to the broader MAF team across various global locations. You will report to the Head of Legal.  This dynamic role requires an individual who is adaptable, detail-oriented, and able to manage multiple tasks in a fast-paced environment. Key responsibilities include coordinating travel, managing legal records, supporting vendor onboarding, assisting with general administrative needs, all while maintaining a high standard of professionalism and efficiency.

A successful candidate will have a background in supporting professional teams, a strong grasp of Microsoft Excel and PowerPoint, and the ability to work autonomously and handle evolving priorities with ease.

The Administrative Assistant reports to the Head of Legal but will occasionally manage projects originated by other members of the Macquarie AirFinance (MAF) team located in San Francisco, Dublin, London or Singapore.

The role of the Assistant is to provide professional secretarial, administrative and operational support to the MAF’s San Francisco office, and occasionally to the wider MAF team. The Administrative Assistant will perform all duties in a professional, efficient and courteous manner to facilitate the smooth operation of office functions.  The role of the Administrative Assistant and the incumbent will be expected to be flexible and professional at all times to accommodate any changes in duties.

·        Provide professional & confidential administrative support

·        Provide professional clerical support

·        Provide professional assistance with the management of legal records, including preparation of records transmittal forms

·        Arrange and book travel and accommodations for MAF staff members in a timely and efficient manner

·        Coordinate and schedule meetings or make reservations upon request

·        Manage the vendor onboarding process for Accounts Payable, including performance of vendor callbacks

·        Assist with or run reports for other departments, such as Risk and Human Resources

·        Liaise with Head of Office Services with respect to office access needs

·        Liaise with the MALS IT team in relation to computer and communication issues

·        Manage MAF group media subscriptions

·        Perform other administrative duties as requested

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the education, experience, knowledge, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:  Bachelor’s degree or equivalent; a minimum of 2-3 years administrative experience supporting senior-level executives in a fast-paced, constantly changing environment; or equivalent combination of education and experience.

Knowledge, Skills & Abilities:

·        Proficient in Microsoft Excel and PowerPoint

·        Self-starter with ability to work under minimal supervision

·        Strong organizational and problem-solving skills

·        Ability to manage priorities and workflow

·        Excellent customer service and interpersonal skills

·        Good judgment with the ability to make timely and sound decisions

·        Commitment to excellence and high standards

·        Versatility, flexibility and a willingness to work within constantly changing priorities with enthusiasm

Physical Demands:  The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to use hands to handle or feel objects, tools or controls; use a computer keyboard and mouse; reach with hands and arms; talk and listen.  The employee is frequently required to walk and sit, as well as to lift and carry objects weighing up to 25 pounds.  The employee is occasionally required to stand, stoop or kneel.  Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain, typical for an office environment.

Qualified applications with arrest and conviction records will be considered for the position in accordance with the San Francisco Fair Chance Ordinance.

This job description intends to describe the general nature of the job and does not represent that all such duties will be performed by individuals who hold the job.  This job description does not limit the tasks that an employee may reasonably be requested to perform and in no way alters the company’s at-will employment policy.  Changes to this job description may be made at the discretion of the company.  Any substantive revisions to this job description require the approval of the Vice President of Human Resources.

Benefits: 

Medical /Dental/Vision Benefits

401k with Match

Generous Vacation Benefits

Employer-paid disability and life insurance

Tuition Assistance

Perks: 

Hybrid work option

Kitchen is stocked with snacks and drinks

Compensation:

The salary range provided is intended for candidates who meet the minimum requirements of the role,  At Macquarie AirFinance, we carefully consider a wide range of factors to determine the base salary offered.  We review several market factors, consider the level of the respective role, and a candidate's skills and experience.  When we extend an offer, the compensation offered will be based on these factors and the individual candidates' qualifications. 

The salary range for this role is $51,500.00 to $65,100.00.