Administrative Assistant

Position Summary
The Administrative Assistant provides centralized administrative, documentation, and procurement support across three affiliated entities: Snyder Enterprises LLC (holding company), Global Flight Control LLC (aviation safety and flight-following technology), and North American Flight Control (FAA Aircraft Dispatcher Certificate training).
This is a generalist role in a small, founder-led organization. The person in this position is expected to work with limited day-to-day supervision, take ownership of recurring processes, and bring order and consistency to work that currently sits with the founder. This role is a part-time position (10-20 Hours a week) and is an employee of Snyder Enterprises LLC, supporting its subsidiaries as a shared resource for North American Flight Control LLC, Global Flight Control LLC and any future new companies that are started or acquired. This role has the potential to develop into a full time position within the next 12-24 months.
Because the organization operates in a confidential, pre-launch posture with current and future offerings, this position requires strict discretion regarding products, customers, timelines, and internal documents.
Essential Duties and Responsibilities1. Training Program Administration (North American Flight Control)• Assemble, quality-check, and maintain student binders and course materials for each Aircraft Dispatcher Certificate cohort, ensuring every binder is complete, correctly ordered, and current to the latest revision.• Maintain student enrollment records, attendance logs, progress documentation, and certificate issuance records in accordance with program and FAA recordkeeping requirements.• Prepare classroom and materials logistics ahead of each course start date, including printing, binding, tabbing, labeling, and inventory of consumables.• Serve as the first point of contact for routine student inquiries regarding scheduling, materials, and administrative requirements; escalate substantive academic or regulatory questions to the founder or instructional staff.• Track materials consumption per cohort and forecast reorder needs in advance of course start dates.
2. Policy, Procedure, and Documentation Support• Draft, format, and revise internal policies, standard operating procedures, checklists, forms, and templates from founder direction, verbal notes, or rough outlines.• Maintain a central document library across all three entities, applying consistent naming conventions, version numbering, effective dates, and revision histories.• Track documents due for periodic review and prompt the founder in advance of review deadlines.• Circulate drafts for review, consolidate feedback from multiple reviewers into a single working copy, and produce clean final versions for approval and signature.• Maintain an index of executed policies and the acknowledgment records associated with them.• Proofread outbound documents for grammar, formatting, internal consistency, and correct entity attribution.
3. Procurement and Office Management• Manage day-to-day ordering of office supplies, printing and binding supplies, training materials, shipping supplies, and general operating consumables across all three entities.• Maintain par levels for recurring consumables and reorder before stock-out rather than after.• Obtain and compare quotes for recurring or higher-value purchases; recommend vendors on the basis of cost, lead time, and reliability.• Maintain a vendor list with account numbers, contacts, payment terms, and renewal or expiration dates.• Receive and verify deliveries against packing slips and purchase records; resolve shortages, damage, and billing discrepancies directly with vendors.• Code each purchase to the correct entity and expense category, and submit documentation to bookkeeping on the established schedule.• Track subscription and recurring-service renewals and flag them for decision at least thirty days before auto-renewal.
4. General Administrative Support• Maintain organized digital filing across shared drives; keep files where a second person could locate them without assistance.• Draft routine correspondence, acknowledgments, and confirmations for founder review.• Provide calendar and scheduling support, including coordination of meetings across time zones and around the founder's flight schedule.• Prepare and format basic reports, spreadsheets, agendas, and meeting summaries.• Support corporate recordkeeping for the holding company, including maintenance of entity registration records, filing calendars, insurance documents, and license and certificate expiration tracking.• Handle incoming mail, deliveries, scanning, and routing.• Coordinate travel arrangements and produce itineraries as requested.• Assist with special projects and other duties as assigned.
Confidentiality and DiscretionThis position has routine access to confidential and proprietary information, including unreleased product information, development timelines, customer and pilot data, student records, vendor terms, and intellectual property materials. The Administrative Assistant is required to:• Execute and abide by a confidentiality and non-disclosure agreement as a condition of employment.• Refrain from disclosing, discussing, or publicly posting any information concerning the companies' products, customers, partners, or plans, including on personal social media.• Protect student records and personally identifiable information in accordance with applicable privacy requirements. Route any external inquiry regarding the companies' products, plans, or personnel to the founder without comment.