Executive Assistant

Executive Assistant

Live an adventure, master your craft, find your purpose At Dynamic Aviation, we solve unique challenges for our customers with innovative aviation solutions. Our focus is on operations that serve, protect, and enhance the lives of families and communities worldwide. Whether modifying aircraft to help protect our service members overseas, performing geographical mapping for scientific research, or working to suppress large wildfires on the West Coast, we serve with integrity and excellence.

The Executive Assistant supports the Chairman and CEO by competently performing a variety of administrative, clerical, and personal support tasks promptly and efficiently. This position provides direct assistance to the Chairman & CEO and their family, ensuring seamless coordination of both business and personal activities. This position also supports the front office.

Job Responsibilities:

• Coordinate domestic and international business and personal travel, including preparing detailed itineraries and managing changes as needed
• Maintain Travel Planner for Chairman & CEO, including family and personal travel schedules
• Maintain and manage business and personal calendars, ensuring all confirmations, appointments, and events are current and accurate
• Create and update daily checklists for Chairman & CEO to ensure priorities and deadlines are met
• Prepare travel arrangements for trade shows, conferences, family trips, and other functions
• Coordinate arrangements for customer visits, Advisory Board, VIP guests, or family visitors (including meals, lodging, transportation, and other host responsibilities)
• Collect and submit expense reports for Chairman & CEO, including reconciliation of both business and personal accounts
• Assist with scheduling and coordination of family appointments and events, including medical appointments, personal commitments, and social engagements
• Manage personal and household-related logistics such as errands, reservations, and vendor coordination as needed
• Provide Level 1 IT support for the Chairman & CEO and family members, including basic troubleshooting of personal devices (computers, tablets, phones), Wi-Fi connectivity, printing, and software setup
• Support a variety of personal and professional projects and interests of the Chairman & CEO as requested
• At the direction of the Chairman & CEO, assist with composing and sending letters or correspondence
• Purchase and maintain necessary office and household supplies, ensuring items are organized and replenished
• Manage invoices, receipts, and documentation to match monthly credit card statements; code and submit to Accounting
• Assist with personal finances, taxes, and recordkeeping under strict confidentiality
• Scan, organize, and distribute news articles or publications as needed
• May support other Senior Management with administrative needs as assigned
• Provide support to the front office to include answering the phones, checking in visitors, sorting mail and other related duties as needed
• Perform all other related duties as assigned

Job Requirements:

• High School Diploma or GED required; college degree preferred
• 5+ years of previous experience as an Executive Assistant or Personal Assistant
• Experience handling confidential and sensitive materials and information with discretion
• Extensive experience coordinating complex domestic and international travel
• Experience managing business and personal calendars with frequent, dynamic changes
• Demonstrated ability to multi-task and work effectively with complex details while meeting critical, non-negotiable deadlines
• Strong organizational and prioritization skills, with the ability to adapt to shifting priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and comfort with new technology and devices
• Basic knowledge of IT troubleshooting (e.g., Wi-Fi, device setup, software installation, printing)
• High attention to detail and accuracy
• Ability to maintain professionalism and discretion in all personal and business matters
• Dependable, proactive, and able to work independently in a fast-paced environment

It is the policy of Dynamic Aviation to prohibit and eliminate discrimination on grounds of race, color, religion, sex, (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity, national origin, ancestry, age, disability, veteran status, marital status, or any other characteristics protected by law. It is also Dynamic Aviation's policy to provide equal employment for all and comply with any affirmative action obligations pursuant to the Federal Executive Orders, 11246 and 11375, as amended.