Administrative Services/Clerical - Executive Admin

Job Title : Executive Assistant / Coordinator

Location : Remote

Duration : Months on W

Job Description : About :

About :

This simple idea that we all deserve to belong, and on our terms is core to who we are as a company and how we make decisions.

Our team is made up of thousands of people across the globe who take risks, think big, and do good for our customers, communities, and the planet.

Ready to learn fast, create with audacity , and lead boldly? Join our team.

About the role

We are looking for a very detail-oriented Corporate Aviation Coordinator to support the Director of Global Travel, an individual who loves the challenges of corporate aviation, coordinating complex Executive Travel, and working closely with cross-functional partners.

This role will be dedicated to supporting the CEO’s office, the Executive Assistants for our Heads of Stores for our brands, and other key executives and Board of Director members, so excellent communication and organization skills, as well as confidence in interacting with Executives, are essential.

Day-to-day oversight includes management of the master jet calendar; reviewing all passenger lists for compliance with our client Inc.

Risk policy; securing charter aircraft when our aircraft is not available; and overseeing the details of all jet trips to ensure they are accurate, efficient, and cost effective.

You will be the key liaison with our jet management company, including our dedicated crew and their executive management team.

Responsibilities include planning, overseeing, and coordinating all required scheduled (and unscheduled) maintenance work along with our Maintenance Supervisor;

and discussing options for complicated trips with our Client Aviation Manager.

This role is ideal for someone who is curious and interested in gaining experience in the Corporate Travel space.

In this role, you will :

• Be the point person for the Aviation inbox with a Customer first approach
• Provide elevated customer service support to the CEO’s office and other key executives
• Engage with cross-functional partners and help coordinate complex C-Suite travel for a quarterly meeting
• Build cross-functional partnerships with Internal Audit, Finance, Security, executive assistants, and external business partners
• Coordinate all corporate jet trips with our external jet management company. Source and secure charter aircraft, as needed.

Assist in managing the execution of all aspects of trips with charter aircraft with executive admins. Track charter invoices and ensure payment is processed accurately.

• Track the annual jet budget and forecast
• Train and inform EAs of all policies, and processes and proactively communicate to key users / groups
• Assist with several high-impact and critical projects around private aviation

To be successful in the role, you are :

• Extremely detail-oriented with excellent project coordination skills
• Ability to multi-task and problem solve, strong time management and organizational skills
• Resourceful and skilled at anticipating potential challenges / obstacles and finding solutions.
• Exceptional customer service and interpersonal skills and ability to develop high-trust relationships
• Team player with the ability to thrive in a fast paced, energetic environment
• Good at working independently - Proactive, and a self-starter
• Curious by nature and a quick learner
• Positive, professional, and calm under pressure
• Flexible on overtime as some week-end hours may be required

This position is ideal for someone who :

• Has work experience in the travel industry
• Has + years in a recent similar role handling airlines and corporate jets - bonus point if you have directly managed a corporate jet before
• Has impeccable email and Chat etiquette
10 days ago