Operations Executive/Account Management

**Job Title:** Business Aviation Administrator

**Summary:** The Business Aviation Administrator plays a crucial role in ensuring operational excellence and seamless communication within the flight department while providing critical support to senior and executive leadership. This role demands a proactive mindset, adaptability in dynamic environments, and a collaborative approach. A background in aviation is highly preferred, as this position involves direct engagement with flight operations and industry-specific documentation.

Core Responsibilities:
To perform this job successfully, an individual must be able to fulfill each responsibility effectively. Reasonable accommodations may be made to enable individuals with disabilities to perform core responsibilities.

Department Coordination & Communication
Leads departmental administration, ensuring effective interdepartmental communication.
Compiles and analyzes reports from various company segments to support business decisions.
Manages departmental records and files, ensuring organization and accessibility.
Serves as a key point of contact for internal and external stakeholders, providing clear, prompt communication.
Cross-trains on business operations team tasks.

Executive & Administrative Support
Provides high-level administrative support to the Executive Director and senior leadership, including scheduling, report preparation, and communication review.
Maintains a detailed network of contacts and business information for key stakeholders.
Arranges complex domestic and international travel, including flights, accommodations, event registrations, and documentation.
Oversees version control and updates for essential aviation-related documents, such as Operations Manuals, Emergency Response Plans (ERP), Flight Operations Manuals (FOM), Trip Reports, and Safety documentation.
Manages reports related to crew utilization, charter flights, and fuel usage.
Leverages technology to enhance operational efficiency and reduce human error.

Finance Administration
Processes, reviews, and verifies invoices and payment requests, ensuring accuracy and appropriate documentation.
Schedules and executes payments while maintaining compliance with financial policies and resolving discrepancies.
Maintains vendor relationships and addresses payment inquiries.
Conducts budget reconciliations and provides analysis of account trends as needed.

Event Coordination
Plans and executes meetings, team events, company functions, and presentations, managing logistics, materials, and budgets.

Additional Responsibilities
Assist with departmental onboarding for new team members and contractors.
Lead hangar tours for staff, vendors, and partners.
Identify inefficiencies and proactively propose business process improvements.
Take detailed meeting notes, arrange company lunches, and assist with setup and teardown of meetings.