We are seeking a highly organized and proactive Executive Virtual Assistant with experience in the aviation space, particularly in the flight charter industry, to support the setup and daily operations of a growing flight charter business. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities independently. This role requires excellent communication, operational knowledge of aviation procedures, and the ability to work efficiently in a fast-paced, startup environment.
Requirements
- Manage executive calendars, appointments, and scheduling across multiple time zones
- Organize meetings, prepare agendas, and document detailed meeting notes or action items
- Handle email and inbox management, responding to inquiries, filtering messages, and prioritizing communication
- Prepare professional correspondence, reports, proposals, and presentations related to aviation operations
- Perform data entry, maintain spreadsheets, and update CRM systems accurately
- Conduct market research, competitor analysis, and industry trend insights within the flight charter and broader aviation sectors
- Assist with operational setup tasks, including vendor coordination, regulatory filings, and client onboarding processes
- Support marketing and client communication initiatives, such as email campaigns, content formatting, and social media coordination
- Coordinate logistics for virtual meetings, webinars, and client sessions
- Monitor and reconcile expense reports, invoices, and other financial records
- Maintain digital filing systems and organize shared drives for quick access to critical aviation documents
- Draft standard operating procedures (SOPs) or process documentation for recurring tasks, particularly those relevant to aviation operations
- Ensure compliance with industry regulations and handle sensitive business and client information with discretion
- Provide general administrative support to leadership and assist with special projects as needed
Qualifications & Skills:
- At least 2 years of experience as a Virtual Assistant, Executive Assistant, or Administrative Coordinator
- Prior experience in the aviation industry, preferably in flight charter operations
- Strong verbal and written communication skills in English
- Proficient in Google Workspace (Docs, Sheets, Drive, Calendar) or Microsoft Office Suite
- Familiarity with CRM and project management tools (e.g., HubSpot, ClickUp, Asana, Trello, Slack, Notion)
- Basic understanding of social media platforms and content scheduling tools (e.g., Buffer, Later, Hootsuite)
- Strong organizational, analytical, and problem-solving abilities
- Ability to manage multiple priorities while maintaining attention to detail
- Knowledge of aviation regulations, charter operations, and operational best practices is a plus
Benefits
- Work-from-home opportunity
- Opportunity to contribute to a growing business by enhancing efficiency and client experience
- Supportive and collaborative work environment
- Paid training
