Executive Assistant to Aviation Industry Leader

Volunteer Position - 5+ Hours/Week

POSITION OVERVIEW

Are you passionate about aviation and want to build a career in one of the industry's most dynamic sectors? Join us as an Executive Assistant supporting leadership across three innovative aviation nonprofits dedicated to advancing air show safety, sustainability, and industry excellence.

This is more than administrative work—it's a gateway into the aviation industry. You'll work directly with aviation professionals, air show producers, emergency response agencies, and industry leaders while building a powerful professional network and gaining hands-on experience across all aspects of aviation nonprofit operations.

Perfect for: Career changers entering aviation, aviation students, early-career professionals, or those seeking meaningful volunteer work with genuine industry impact and networking opportunities.

THE OPPORTUNITY

You'll be the operational backbone supporting an executive driving innovation in air show safety and sustainability. This role offers unprecedented exposure to the aviation industry—from boardroom strategy to airfield operations, from fundraising to event management. You'll gain experience across multiple facets of aviation business while making meaningful connections that could shape your aviation career.

This isn't a typical volunteer role. You'll work on real projects with real impact, interact with industry leaders, and leave with tangible experience and relationships in the aviation sector.

KEY RESPONSIBILITIES

CALENDAR & EXECUTIVE COORDINATION

• Manage complex calendar for executive(s) across multiple organizations
• Coordinate meetings with aviation industry leaders, air show professionals, donors, and emergency services
• Schedule board meetings, committee calls, and industry conferences
• Manage time zone considerations for national/international aviation contacts
• Prepare meeting agendas, materials, and briefing documents
• Track action items and follow-up deadlines

COMMUNICATIONS MANAGEMENT

• Manage email correspondence with professional tone and industry standards
• Draft correspondence, proposals, and formal communications
• Manage phone communications and voicemail
• Coordinate internal and external communications
• Ensure timely responses to industry partners and stakeholders
• Maintain communication logs and documentation

TRAVEL LOGISTICS & EVENT COORDINATION

• Coordinate travel arrangements (flights, hotels, ground transportation)
• Arrange rental cars and local transportation at air shows and industry events
• Manage travel budgets and expense reporting
• Coordinate on-site logistics for conferences, air shows, and speaking engagements
• Arrange airport pickups, accommodations, and meal planning
• Prepare travel itineraries and contingency plans
• Travel opportunity: Potential to accompany executive to air shows and industry events

EMERGENCY RESPONSE AGENCY PARTNERSHIPS

• Develop and maintain relationships with local fire departments, EMS, and emergency services
• Coordinate safety briefings and training with first responders
• Schedule meetings and communication with emergency management agencies
• Document emergency response procedures and protocols
• Facilitate information sharing between air show organizers and emergency services
• Support emergency preparedness planning and coordination

AIR SHOW & AVIATION INDUSTRY ENGAGEMENT

• Build and maintain relationships with air show professionals and producers
• Coordinate with aviation industry associations (EAA, AOPA, etc.)
• Engage with pilots, aerobatic performers, and aviation businesses
• Support industry conference attendance and networking
• Track industry trends and share relevant updates
• Facilitate introductions and networking opportunities
• Attend air shows and industry events (with travel support)

CONTENT DEVELOPMENT & SCHEDULING

• Develop and schedule member newsletters and communications
• Create thought leadership content for publication
• Coordinate webinar and educational event content
• Produce meeting minutes and organizational documentation
• Write press releases and public communications
• Create case studies and success stories
• Manage content calendars across platforms

SOCIAL MEDIA STRATEGY & CONTENT

• Develop social media strategy aligned with organizational objectives
• Create and schedule social media content (LinkedIn, Facebook, Instagram, Twitter)
• Produce graphics, videos, and multimedia content (within brand guidelines or coordinating with designers)
• Engage with followers and aviation community online
• Monitor analytics and optimize content performance
• Track industry conversations and thought leadership trends
• Build online community and engagement

BRAND & DOCUMENT MANAGEMENT

• Create documents within established brand guidelines
• Develop templates for consistent communication
• Maintain brand standards across all materials
• Produce presentations, reports, and proposals
• Design infographics and visual materials (or coordinate with designers)
• Manage document library and organizational archives
• Ensure professional presentation of all external materials

BUSINESS DEVELOPMENT & PARTNERSHIP

• Research potential partners and collaboration opportunities
• Support RFP responses and competitive bids
• Develop partnership proposals and agreements
• Track partnership performance and outcomes
• Coordinate joint initiatives with partner organizations
• Identify expansion opportunities within aviation sector
• Support business intelligence and market research

FUNDRAISING & DONOR RELATIONS

• Coordinate donor outreach and stewardship activities
• Manage donor database and relationship tracking
• Prepare grant proposals and funding applications
• Organize fundraising events and campaigns
• Draft donation acknowledgments and impact reports
• Research funding opportunities aligned with mission
• Support major donor engagement and cultivation
• Track fundraising metrics and reporting

SPONSORSHIP DEVELOPMENT

• Research and identify potential sponsors in aviation industry
• Develop sponsorship packages and proposals
• Coordinate sponsorship agreements and contracts
• Manage sponsor relationships and fulfillment
• Create sponsor recognition materials and signage
• Facilitate sponsor engagement at events and conferences
• Track sponsorship ROI and reporting

ON-SITE EVENT SUPPORT

• Provide operational support at air shows, conferences, and events
• Coordinate registration, check-in, and attendee management
• Manage event logistics and problem-solving
• Support exhibitor coordination and booth management
• Facilitate speaker coordination and timing
• Assist with event setup, breakdown, and logistics
• Manage on-site communications and coordination
• Travel included: Supporting events across the country

ADMINISTRATIVE EXCELLENCE

• Manage databases and organizational systems
• Prepare reports, budgets, and financial documentation
• Coordinate office operations and supplies
• Maintain confidentiality and professional standards
• Develop systems and processes for efficiency
• Research and implement organizational tools and software
• Support compliance and regulatory documentation

REQUIRED QUALIFICATIONS

✈️ Passion for Aviation – Genuine interest in aviation, air shows, or safety

✈️ Strong Organizational Skills – Ability to juggle multiple projects and priorities

✈️ Excellent Communication – Written and verbal communication with professionals

✈️ Reliability – Consistent, dependable commitment of 10+ hours per week

✈️ Self-Motivation – Ability to work independently and take initiative

✈️ Attention to Detail – Accuracy in correspondence, scheduling, and documentation

✈️ Professional Demeanor – Ability to represent organization with industry contacts

✈️ Problem-Solving – Creative solutions and resourcefulness

✈️ Tech Proficiency – Comfortable with email, calendar, document, and social media platforms

PREFERRED QUALIFICATIONS

✈️ Professional or volunteer experience in aviation, air shows, or related field

✈️ Event planning or coordination experience

✈️ Social media management or content creation background

✈️ Nonprofit or business operations experience

✈️ Project management experience

✈️ Grant writing or fundraising experience

✈️ Familiarity with aviation industry and terminology

✈️ Graphic design or visual communication skills

✈️ Travel experience and comfort with logistics coordination

WHAT YOU'LL GAIN

NETWORKING & INDUSTRY ACCESS

• Direct connections with air show producers and industry leaders
• Relationships with aviation professionals across the country
• Access to industry conferences and events
• Introduction to decision-makers in aviation business
• Ongoing mentorship from aviation industry veterans
• Genuine networking that could lead to career opportunities

PROFESSIONAL EXPERIENCE

• Hands-on experience in aviation nonprofit operations
• Exposure to all aspects of air show industry management
• Business development and fundraising experience
• Event planning and coordination expertise
• Leadership and executive support skills
• Portfolio-building projects with real-world impact

SKILL DEVELOPMENT

• Communication and correspondence at professional level
• Project and calendar management systems
• Social media strategy and content creation
• Nonprofit operations and business practices
• Sponsorship and partnership development
• Grant writing and fundraising

INDUSTRY KNOWLEDGE

• Understanding of air show safety and operations
• FAA regulations and aviation industry standards
• Emergency response coordination in aviation
• Industry trends and emerging opportunities
• Business models in aviation nonprofit sector
• Regulatory and compliance landscape

AMAZING EXPERIENCES

• Attend air shows and aviation events (travel supported)
• Meet pilots, aerobatic performers, and aviation innovators
• Participate in emergency response planning and exercises
• Support industry-leading safety initiatives
• Contribute to advancing air show sustainability
• Network at aviation conferences and industry gatherings
• Build relationships with aviation professionals nationwide

REFERENCES & CREDENTIALS

• Professional references from aviation industry leaders
• Experience you can leverage for aviation career
• Portfolio of work in aviation business
• Proven track record in aviation nonprofit sector
• Credibility for future aviation industry roles

TIME COMMITMENT & FLEXIBILITY

• Minimum: 5 hours per week (flexible scheduling)
• Can vary based on events, deadlines, and air show calendar
• Higher hours during event season (typically spring-fall)
• Some weekend/evening hours during air shows and events
• Flexible arrangement to accommodate other commitments
• Potential travel 2-4 times per year to air shows/events (with expenses covered)

WORK ENVIRONMENT

• Hybrid: Mix of remote and in-person work
• Flexibility: Schedule adjusted around your availability
• Mentorship: Direct support and guidance from experienced aviation professionals
• Growth: Opportunities to expand skills and responsibilities
• Community: Work with passionate aviation advocates
• Impact: Direct contribution to advancing aviation safety and sustainability

HOW TO APPLY

To express your interest or learn more:

Send an email to View email address on click.appcast.io with:

1. Brief statement about your aviation passion and career interests
2. Your availability (hours per week and preferred schedule)
3. Relevant experience or skills
4. Why this role appeals to you

What to expect: We'll schedule a conversation to discuss the opportunity, answer your questions, and explore if it's a good fit for your goals and availability.

ABOUT OUR MISSION

We're advancing safety, innovation, and sustainability in the air show industry while building the next generation of aviation leaders. Our work touches every aspect of aviation—from emergency response coordination to industry partnerships to advocating for best practices. By joining us, you're not just volunteering; you're investing in your aviation career while making a real impact.

THE BOTTOM LINE

This is your opportunity to:

• Network with aviation industry leaders
• Learn how the air show industry operates
• Contribute to advancing aviation safety
• Build a professional portfolio in aviation
• Explore your aviation career path
• Make connections that matter in this industry
• Be part of something meaningful

If you're serious about a career in aviation and ready to commit 10+ hours per week to meaningful work, we want to hear from you.