Executive Assistant, Client Services and Projects

About the role

The Executive Assistant, Client Services and Projects supports the Vice President of Operations by providing high‑level administrative assistance, coordinating communications with aircraft owners, and managing cross‑functional projects. This position works in a fast‑paced aviation environment where priorities shift quickly.

Key responsibilities

• Manage and follow up on communications with aircraft owners regarding maintenance, inspections, and technical events.
• Coordinate replacement aircraft scheduling when needed.
• Assist with contract renewals, management agreements, and special owner requests.
• Support administrative tasks related to engine program contracts, supplier files, and insurance renewals.
• Track pilot recruitment, assignments, and transitions for specific owners or aircraft.
• Maintain clear communication with clients, owners, and internal stakeholders, including billing clarifications.
• Collaborate with senior management on multi‑department projects, monitor progress, and update project‑management tools.
• Prepare minutes, reports, summaries, and internal communications for the Vice President of Operations.
• Maintain organized filing systems for client, project, contract, and aircraft documentation.

Required profile

• Proven experience in executive assistance or administrative support, preferably in aviation or a similarly regulated industry.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills for interacting with owners, suppliers, and internal teams.
• Ability to work independently while maintaining a collaborative, team‑oriented approach.

Required skills

What we offer

• Opportunity to work closely with senior leadership in a dynamic aviation environment.
• Exposure to complex project management and client‑service processes.
• Professional development and growth within the organization.