Executive Assistant - Flexjet

This role provides administrative and secretarial support to a small group led by the General Counsel and by the President of Global Maintenance and Product Support, of Flexjet, the second-largest private aviation company, and its affiliated entities.

DUTIES & RESPONSIBILITIES

• Assists the General Counsel and the legal team, and the President of Global Maintenance and Product Support, and the executives on his team, with general administrative support in a variety of capacities, including:
  • Telephone coverage
  • Filing, copy projects and mailings
  • Meeting preparation and event support
  • Processing of letters, correspondence, memos, policies and procedures
  • Report generation
  • Invoice and expense reporting
  • Travel Coordination
  • Preparation of presentation materials, including editing, formatting, printing and binding
• Welcomes guests, in person and by telephone, and directs inquiries
• Assists in the management of the team members’ respective schedules utilizing MS Outlook, including planning and organizing events, meetings and travel
• Maintains office supplies inventory by monitoring stock levels, anticipating needed supplies, and placing orders
• Ensures operation of equipment by completing preventive maintenance and calling for repairs
• Oversight responsibility to ensure that office areas are always clean and presentable

EDUCATION & EXPERIENCE

• High School Diploma or equivalent required. Some college preferred.
• 2 year or more administrative experience required
• Prior executive assistant experience strongly required

REQUIRED SKILLS

• Outstanding organizational skills and the ability to handle multiple projects/tasks with little or no supervision, able to adapt to rapidly changing priorities
• Ability to interface well with all departments within the company in a highly professional manner
• Demonstrate the ability to communicate effectively and professionally with customers and external contacts to the organization
• Self-motivated, exercising initiative, actively contributes to team successes
• Demonstrated judgment of planning, prioritizing, and organizing diversified workloads
• Possesses a high degree of proficiency with MS Office products, including Word, Excel, Power Point and Outlook, as well as Adobe.

• Must be able to maintain the highest level of confidentiality. Ability to handle sensitive material concerning the organization, in-office projects and information, as well as customer information

• Excellent punctuation, spelling, and grammar
• Exceptional attention to detail
• Ability to monitor and be contacted/work after hours, including weekends, if needed