Executive Assistant, Aviation

About the role

The Executive Assistant provides administrative leadership and support to the Vice President, Aviation and their direct reports, ensuring seamless execution of tasks and administrative support.

Responsibilities

• Maintain the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Plan and support team meetings at office and offsite locations, including arranging conference room and site details, catering, and room setup.
• Develop and maintain systems to organize and structure the executive's work.
• Organize and maintain files and records on all relevant matters.
• Prepare expense reports, memoranda, reports, spreadsheets, and presentations, gathering data from internal and external sources as needed.
• Ensure all reports, letters, documents, and other materials are accurate in grammar, content, and substance.
• Demonstrate high integrity, professionalism, and confidentiality when handling sensitive information.
• Set up TEAMS and ZOOM meetings for the executive and department needs.
• Collaborate with other Executive Assistants to support the Executive Team company-wide.
• Coordinate onboarding support for new employees, ensuring they have the necessary resources.
• Perform administrative functions such as ordering supplies and coordinating equipment repairs.
• Maintain employee reference lists and department organizational charts.
• Welcome guests and customers, handling inquiries in person or by telephone.
• Assist with the dissemination of internal communications as needed.
• Serve as a liaison between the executive's team and other business units or departments.
• Coordinate special projects as assigned.

Requirements

• High School Diploma or GED and 7 years' experience in a related field. Alternatively, any level of degree or certification beyond a HS diploma/GED in a related discipline and 5 years' experience, or 9 years' experience in a related field.
• Highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to proactively and effectively anticipate and respond to the needs of the executive and team.
• Experience with meeting and event logistics for internal teams and external clients, including virtual/remote and live meetings.
• Excellent written and verbal communication skills, with strong listening abilities.
• Critical thinker with a strong eye for accuracy.
• Ability to anticipate problems and create mitigation plans.
• Proven success working in a high-volume, fast-paced, and complex matrix environment.
• Demonstrated experience maintaining confidentiality and discretion.
• Strong planning, organization, meeting planning, and project management skills.
• Exceptional organizational skills; must be detail-oriented with the ability to prioritize work, meet deadlines, and work independently while managing multiple tasks.

Preferred Qualifications

• Aviation industry or Corporate Flight Department experience.
• Proficiency with digital devices and files, with an aptitude to quickly learn new technologies.
• Exposure to Visio and Flight Management Software.

Pay

Hourly pay rate is in the range of $32.26 - $48.41 per hour. The hourly base rate may vary within this range based on factors such as location and the candidate's knowledge, skills, and abilities. The position may also be eligible for additional compensation, including commission and/or an incentive program.

Benefits

• Minimum of sixteen hours of paid time off every month.
• Seven paid holidays throughout the calendar year.
• Additional paid time off for bereavement, voting, jury duty, volunteer activities, military leave, and parental leave.

Applicants must currently be authorized to work in the United States for any employer without sponsorship.