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AbbVie Aviation Operations Administrator in Lake County, Illinois

Aviation Operations Administrator

USA, Illinois, Lake County


Requisition # 1907339

The Aviation Operations Administrator performs the duties of an administrative manager for the Corporate Aviation department. The position reports to the Director of Aviation and supports both Flight Operations and Maintenance teams. You will perform a wide range of tasks that encompass but are not limited to flight scheduling, record keeping, compliance, accounting, administrative support and some general office management.

Key Responsibilities Include:

  • Coordinate requests to schedule travel for company passengers in company and contract aircraft

  • Schedule company aircraft for flights and maintenance

  • Create passenger and flight crew itineraries

  • Arranges catering services in coordination with crew members, as required

  • Coordinates with both Flight Operations and Maintenance to meet customer requests

  • Collaborate with the Director of Flight Operations to ensure that crew scheduling follows flight and duty time limitations

  • Provide input for strategic decisions on aircraft movement and crew coordination

  • Effectively uses interpersonal skills and tools to convey timely and accurate information to flight crews and executive assistants

  • Keeps passenger manifests and logs for all flights

  • Assists Tax department with routine audits

  • Work directly with International Operating Agencies to provide permits or visas when flying into and out of foreign countries;

  • Ensures passengers are informed of any Passport or Visa requirements;

  • Demonstrates knowledge of the contents of the Flight Operations Manual and standards necessary to carry out the duties and responsibilities of the position

  • Updates the database with passengers and FBO information;

  • Works with Purchasing in the oversight and administration of Purchase Orders and P-Cards.

  • Provides records and accounting details for budgetary matters;

  • Serve as necessary in the department Emergency Response Plan

  • Maintains the utmost discretion and confidentiality with executive and aircraft information

  • Serve as a 24-hour extension of the Executive Suite


  • Four-year college degree or military and/or civilian administrative experience preferred.

  • Outstanding interpersonal communication, problem solving, and customer service skills. Ability to think creatively in order to consistently provide the highest level of service to our customers. Listens and asks clarifying questions to understand others' point of view and identify issues.

  • Anticipates customer concerns and takes the initiative to passionately resolve issues.

  • Ability to pay attention to high detail in fast paced and stressful situations.

  • Capable of resolving and raising issues arising from operations and requiring coordination from other departments.

  • Actively solicits feedback and implements this feedback to identify ways to improve service.

  • Strong working knowledge of MS-Word, Excel, PowerPoint, Outlook

  • Ability and desire to quickly learn or previously experience with flight scheduling software.

Additional Information

  • Significant Work Activities and Conditions: Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day)

  • Travel: No

  • Job Type: Experienced

  • Schedule: Full-time

Equal Employment Opportunity Employer

At AbbVie, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients. As an equal opportunity employer we do not discriminate on the basis of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic.