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Executive Assistant to Private Jet CEO

Volato
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SCORECARD – Executive Assistant
We are looking for a self-motivated Executive Assistant to bring their previous success being an executive assistant to our private jet startup. We are a fast-paced entrepreneurial environment focused on revolutionizing private aviation. You’ll have the opportunity to work in partnership with our CEO, other executives, and key business partners which is an incredible entrepreneurial experience.
 
MISSION of Role
To work alongside our CEO and executive team to ensure they are well prepared to be as efficient and effective as possible, which will include administrative support necessary for our rapid growth.
 
IDEAL CANDIDATE
  1. High-energy, tech savvy, results-driven, and extremely detail-oriented
  2. You’ve likely been told you’re very organized and detail-oriented.
  3. You love systems, processes, and order.
  4. You love using technology to automate tasks and simplify your life to be more efficient (ex: task management software, and using calendar apps on your phone)
  5. You have exemplary planning and time management skills, excellent communication skills, and the ability to operate in a resourceful and self-directed manner.
  6. You are Trustworthy since you will have a high level of access to confidential business information and will maintain the highest degree of confidentiality and discretion
  7. You are Systems savvy – You’re proficient with the Microsoft Office and collaboration tools (like Microsoft Teams)
  8. You are Agile - Extremely flexible and able to shift priorities as needed and manage several work streams at a time
  9. You are Conscientious – You possess excellent attention to detail, thrive through organization and are comfortable partnering with others to track and meet deadlines
  10. You are Resourceful – You’re comfortable navigating a complex environment to obtain information and seek buy-in
  11. You love learning new things
 
OUTCOMES of Role (Expected within 3 months of being hired)
  1. Proactively manage and coordinate CEO’s daily schedule, calendar appointments, contacts, travel arrangements, internal meetings and external appointments
  2. Conserve executive’s time by screening, reading, analyzing, researching, and routing correspondence.
  3. Arrange and schedule significant volume of meetings with executive colleagues and teams across multiple time zones; maintain and update calendar while determining priority of requests and scheduling accordingly
  4. Triage emails, phone calls, and tasks so the CEO knows which items are of highest priority with greatest level of urgency for the CEO to address them in proper order
  5. Arrange travel accommodations & documents, with detailed multi-city travel itineraries
  6. Demonstrate flexibility, poise, patience and persistence in routinely adjusting priorities and rescheduling meetings
  7. Responsible for complex meeting preparation, set-up, execution and follow-up including room scheduling, AV support, preparation and collection of agendas and materials, note taking, and coordinating follow-up items and actions on respective team members
  8. Perform research on obtaining specific information or answers to questions (ex: looking up the prices for a particular jet across multiple companies)
  9. Create and edit presentations, agendas, spreadsheets, and reports
  10. Manage and organize executive files, physical and electronic, as required
  11. Participate in and support special projects as assigned; assist other department members as needed and act as a backup for other executive assistants when required
 
REQUIRED QUALIFICATIONS:
  1. Demonstrated experience taking detailed notes and extracting action items; ability to understand priorities and adjust schedules accordingly
  2. Exemplary interpersonal skills including a professional in-person and virtual presence
  3. Ability to design and implement processes that are scalable.
  4. Strong problem solving and analytical skills and customer orientation.
  5. Excellent communication skills (written, verbal) and partnership skills.
 
PREFERRED QUALIFICATIONS:
  1. Bachelor's degree
  2. Previously held the official title of Executive Assistant
  3. Willing to travel, as necessary.
  4. Open to working extended hours and weekends, as needed
  5. Aviation-industry experience
  6. You’re not only great at organizing the systems, but also executing them to ensure they are completed (ex: you’re not only great at setting an agenda for a team meeting, but also ensure the tasks have been delegated and followed up on, to ensure they were properly executed)
  7. You know there is always a solution, you just need to dig deeper.
  8. You know people can sometimes become efficient at the wrong things. Therefore, you ensure you and the team remain focused at being efficient on only the most important priorities to be effective, not just efficient.
 
COMPENSATION & BENEFITS
1.    Year 1 $45,000
2.    Year 2 $50,000
3.    Company 401K (matching begins 2022)
4.    Platinum Health Care with United - 100% for employee and 50% for Dependents
5.    Vision, Dental - 100% for employee and 50% for Dependents
6.    Life Insurance and Short Term Disability