Executive Administrative Assistant

Company : Flyusa

Job Description - Executive Administrative Assistant

At FlyUSA, we are redefining the private aviation experience by providing exceptional service to our clients from start to finish. As leaders in the industry, we are committed to delivering unparalleled travel experiences that exceed expectations. We’re not just about flying passengers from point A to B; we’re about creating memorable journeys and exceptional moments for every client, every time.

Position Overview:
We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to support senior leadership and key operational functions across the organization.
This role ensures executives operate efficiently, while also supporting processes related to the company’s contract administration and legal documentation, as well as providing support for certain administrative tasks related to people and finance operations.
The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and exercises excellent judgment and discretion when handling sensitive and confidential information.
This role interacts closely with executive leadership, internal department heads, and external partners (attorneys, insurance brokers, bankers, consultants, etc.)

Key Responsibilities:
Executive Support

Manage complex executive calendars, scheduling internal and external meetings
Assist executives in managing priorities and ensuring timely completion of key tasks
Track action items and follow-ups from certain meetings
Prepare meeting agendas, documents, and presentations
Coordinate certain company events and functions (monthly meetings, quarterly off-sites, holiday part), assist in arrangements for travel, catering, and other logistics
Assist in executive travel arrangements, as needed

Communication & Coordination

Serve as a key point of contact between executives and internal and external stakeholders
Draft and manage professional correspondence on behalf of executives
Assist and coordinate tasks to prioritize executive time effectively
Coordinate executive meetings and ensure necessary materials are prepared in advance

Operations & Administrative Management

Organize and maintain files, records, and internal documentation
Assist in coordinating company meetings, off-sites, and leadership events
Support special projects and cross-functional initiatives as assigned by leadership
From time to time, assist with expense reports, invoices, and other administrative processes

People Operations Support

Work with the Director of People Operations to assist with key employee onboarding/offboarding activities
Coordinate onboarding logistics including documentation, coordination with IT services provider for new equipment set-up, and certain scheduling and new hire communications
Maintain onboarding checklists and employee documentation (onboarding/offboarding)

Payroll & Finance Coordination

Partner with People Operations and Finance to prepare payroll information for submission to the company’s Professional Employer Organization (PEO)
Assist with gathering payroll inputs including hours, compensation adjustments, and employee updates
Help ensure payroll data is accurate and submitted on schedule

Contract & Legal Administration

Assist the CEO and CFO, in coordination with business leaders, in the preparation, signing (DocuSign or other e-sig platform) and maintenance of various commercial agreements
Work with Finance team to create and then own/maintain a centralized contract repository for company agreements including owner/client contracts, vendor and material supplier agreements, leases, and other commercial contracts
Track key contract dates, renewals, and obligations to ensure compliance and timely follow-up
Serve as the administrative point of contact for attorneys, insurance-related matters, coordinating with brokers, Aviation Management Systems (AMS), finance, and other internal stakeholders
Assist the CEO and CFO with legal-related administrative matters, coordinating documentation, communication, and follow-up with outside counsel and internal stakeholders

Note: This role provides administrative coordination and support and does not provide legal advice.
Minimum Requirements:

5–7+ years of experience supporting senior executives or leadership teams
Exceptional organizational and time management skills
Strong written and verbal communication skills
High level of discretion with confidential information
Proficiency with productivity tools such as Microsoft Office, Teams, SharePoint and other collaboration tools

Preferred

Experience supporting C-suite executives
Experience with contract administration or legal coordination
Experience assisting with HR or payroll processes
Experience in a fast-paced or high-growth environment

At FlyUSA, we invest in our people. We build careers, not just fill seats. Here’s how we support our team:
Health & Wellness

Aetna medical plans with multiple coverage options
Dental and vision coverage through MetLife
Access to Teladoc and virtual care resources
Over-the-counter health product allowance at CVS
Employee assistance and wellness resources

Financial Support & Security

Employer contribution toward medical premiums
Company-provided basic life insurance
Optional supplemental life, accident, critical illness, and hospital indemnity plans
Health Savings Account and Flexible Spending Account options
401(k) with company match (via Slavic401k)

Time & Balance

Paid Time Off
Sick time provided annually
Paid holidays for full-time employees

Your Growth & Experience

Structured onboarding and support from leadership
A culture built on professionalism, teamwork, and clear communication
Opportunities to grow internally as we expand fleet and operations

Equal Opportunity Employer:
FlyUSA Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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Executive Administrative Assistant

Job Description - Executive Administrative Assistant

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