Title:  Executive Administrative Assistant (EJM)

About EJM

EJM has been a pioneer in aircraft management and worldwide jet charter services since 1977. As a subsidiary of NetJets, we are part of the world's largest private aviation infrastructure, with unrivaled resources and operational stability. Our business is rooted in the core principles of safety, service, and integrity—principles that we deliver on daily for our customers and employees.

Purpose of Position

The primary function of the Executive Administrative Assistant is to perform administrative support tasks for the Executive Leadership Team (ELT) members and/or their direct reports. This position will have a matrixed reporting relationship reporting directly to the VP, Human Resources, but with day-to-day management provided by two Senior Flight Operations leaders. The Executive Administrative Assistant must be a confident and responsible team player who is enthusiastic about multi-tasking and managing a wide range of responsibilities. Responsibilities include, but are not limited to, managing two heavy calendars, compiling reports, creating and modifying presentations and spreadsheets, coordinating meetings and travel arrangements, preparing agendas, managing conference room availability, and completing expense reports. The ideal candidate is organized, detail-oriented, and capable of handling a broad range of administrative duties with discretion and efficiency. 

Tasks and Responsibilities

• Manage complex calendars: Schedule, coordinate and plan internal and external meetings to include composing and preparing agendas and correspondence. Act as a gatekeeper for the executive's time by prioritizing and summarizing incoming requests.
• Organize and arrange all travel itineraries and accommodations including assisting in coordination of travel for onsite visits for interview candidates and subsequent reimbursement.
• Effectively manage and anticipate the executive's needs and business priorities. Coordinate and manage information and communications to and from the executive's offices.
• Other duties: Maintain and manage confidential and time sensitive material and matters; prepare and monitor invoices and expense reports including reviewing expense reports pending approval by executive(s).
• Serve as a primary backup to cover front desk in the Sr Office Administrator's absence.
• Supports the broader Lunken facility as needs arise (i.e. assist customers in lobby, assist with onsite events, assist with lunch setup, etc.).
• Coordinate catering orders for meetings, facilitate delivery and set up of catering, dispose of any leftovers and return meeting rooms to ready state.
• Manage recurring uniform ordering process for crew and assist with other projects.
• Manage business card ordering process for all employees.

Note:

It is not possible to list all required job duties on this form. There may be other important duties assigned, depending on the position. For a list of essential job functions, please refer to the essential functions document for this job.

Years of Experience

Knowledge, Skills, Abilities and Other (KSAOs)

• Minimum of five years administrative support experience
• High level of comfort and professionalism with assisting executives
• Proven ability to effectively interact with employees at all levels within the organization
• Proactive approach with ability to anticipate and prioritize
• High degree of initiative demonstrating self-motivational and ability to work independently
• Excellent typing, grammar, communication, organizational and interpersonal skills
• Skilled in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Promote the corporate image by representing the organizational mission and values internally and externally

How EJM Supports You

At EJM, we believe that how you do something is as important as what you do. That's why we foster a collaborative company culture, where leadership is accessible, employee opinions are valued, and relationships matter. We encourage employee growth, recognize the importance of work-life balance, and take pride in being a career destination.  

To ensure our employees are taken care of at work and at home, we offer a comprehensive package of premium benefits, including: 

Competitive pay 

Medical, dental, and vision insurance, available with no monthly premiums 

401(k) plan, with 61% of every dollar you contribute matched by EJM

Health savings account (HSA)

Flexible spending accounts (FSA)

Prescription drug benefit plan

Life insurance and AD&D benefits 

Company-paid short-term disability

Long-term disability

Legal plan

Pet Insurance

Paid Time Off 

Executive Jet Management is an equal opportunity employer. 

To ensure a safe environment, we conduct pre-employment drug screening and background checks.