Executive Administrative Assistant in Sellersburg, Indiana at Privateflite Aviation LLC

Basic Function:
The Executive Administrative Assistant provides high-level administrative, operational, and project support to senior aviation leadership. This role ensures the efficiency and effectiveness of daily operations by managing critical communications, coordinating schedules, supporting compliance processes, and assisting with initiatives that enhance operational performance, efficiency and safety.

Duties & Responsibilities:

· Support the Director of Operations, Chief Pilot, and Executive Team with daily administrative and operational tasks.

· Maintain personnel and training records.

· Assist with FAA, ARGUS, IS-BAO, and internal audits.

· Assist with Safety Management System (SMS) documentation and reporting.

· Prepare operational reports and management summaries.

· Coordinate communication between Flight Operations, Maintenance, Dispatch, Owner Services, Executive and Sales Departments.

· Assist with onboarding of pilots and flight department personnel.

· Maintain organized electronic and physical filing systems.

· Monitor regulatory compliance and ensure documentation remains current.

· Coordinate meetings, agendas, and follow-up action items.

· Assist in aircraft on-boarding documentation and reporting to FAA.

· Other administrative responsibilities as assigned.

Required Qualifications:

· 3-5 years office manager or executive administration experience.

· Aviation industry experience a plus.

· Office Manager or Executive Administration experience.

· Excellent organizational and project management skills.

· Exceptional written and verbal communication skills.

· Ability to manage multiple priorities simultaneously.

· High attention to detail and accuracy.

· Proficiency with Microsoft Office Suite.

· Professional demeanor and ability to maintain confidentiality.

· Ability to work effectively in a fast-paced charter environment.

· Knowledge of FAA regulations and compliance requirements a plus.

· Experience with Aviation Safety Management Systems (SMS) a plus.

· Experience with Flight Schedule Pro, CAMP, FlightDocs, or similar aviation software a plus.

Job Type: Full-time

Benefits:

· 401(k)

· Dental insurance

· Disability insurance

· Health insurance

· Life insurance

· Paid time off

· Vision insurance

Schedule:

· Monday to Friday

Education:

· High school diploma or equivalent (associate or bachelor’s degree in business administration, office management or related field preferred)