Executive Administrative Assistant

Executive Administrative Assistant Clearwater, FL Job Details Full-time 1 day ago Benefits Health savings account Paid holidays Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program 401(k) matching Life insurance Qualifications Employee onboarding Record keeping Contract management Stakeholder engagement Event coordination DocuSign 5 years Expense management Catering Filing Executive administrative support Mid-level Aviation Microsoft Teams Contracts SharePoint Vendor contract management Productivity software Managing executive calendars Cross-functional collaboration Onboarding process management Travel scheduling Leadership Communication skills Payroll processing Cross-functional communication Time management Stakeholder management Full Job Description At FlyUSA, we are redefining the private aviation experience by providing exceptional service to our clients from start to finish. As leaders in the industry, we are committed to delivering unparalleled travel experiences that exceed expectations. We're not just about flying passengers from point A to B; we're about creating memorable journeys and exceptional moments for every client, every time.

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to support senior leadership and key operational functions across the organization. This role ensures executives operate efficiently, while also supporting processes related to the company's contract administration and legal documentation, as well as providing support for certain administrative tasks related to people and finance operations. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and exercises excellent judgment and discretion when handling sensitive and confidential information. This role interacts closely with executive leadership, internal department heads, and external partners (attorneys, insurance brokers, bankers, consultants, etc.)

Key Responsibilities:

Executive Support Manage complex executive calendars, scheduling internal and external meetings Assist executives in managing priorities and ensuring timely completion of key tasks Track action items and follow-ups from certain meetings Prepare meeting agendas, documents, and presentations Coordinate certain company events and functions (monthly meetings, quarterly off-sites, holiday part), assist in arrangements for travel, catering, and other logistics Assist in executive travel arrangements, as needed Communication & Coordination Serve as a key point of contact between executives and internal and external stakeholders Draft and manage professional correspondence on behalf of executives Assist and coordinate tasks to prioritize executive time effectively Coordinate executive meetings and ensure necessary materials are prepared in advance Operations & Administrative Management Organize and maintain files, records, and internal documentation Assist in coordinating company meetings, off-sites, and leadership events Support special projects and cross-functional initiatives as assigned by leadership From time to time, assist with expense reports, invoices, and other administrative processes People Operations Support Work with the Director of People Operations to assist with key employee onboarding/offboarding activities Coordinate onboarding logistics including documentation, coordination with IT services provider for new equipment set-up, and certain scheduling and new hire communications Maintain onboarding checklists and employee documentation (onboarding/offboarding) Payroll & Finance Coordination Partner with People Operations and Finance to prepare payroll information for submission to the company's Professional Employer Organization (PEO) Assist with gathering payroll inputs including hours, compensation adjustments, and employee updates Help ensure payroll data is accurate and submitted on schedule Contract & Legal Administration Assist the CEO and CFO, in coordination with business leaders, in the preparation, signing (DocuSign or other e-sig platform) and maintenance of various commercial agreements Work with Finance team to create and then own/maintain a centralized contract repository for company agreements including owner/client contracts, vendor and material supplier agreements, leases, and other commercial contracts Track key contract dates, renewals, and obligations to ensure compliance and timely follow-up Serve as the administrative point of contact for attorneys, insurance-related matters, coordinating with brokers, Aviation Management Systems (AMS), finance, and other internal stakeholders Assist the CEO and CFO with legal-related administrative matters, coordinating documentation, communication, and follow-up with outside counsel and internal stakeholders

Note:

This role provides administrative coordination and support and does not provide legal advice.

Minimum Requirements:

Required 5-7+ years of experience supporting senior executives or leadership teams Exceptional organizational and time management skills Strong written and verbal communication skills High level of discretion with confidential information Proficiency with productivity tools such as Microsoft Office, Teams, SharePoint and other collaboration tools Preferred Experience supporting C-suite executives Experience with contract administration or legal coordination Experience assisting with HR or payroll processes Experience in a fast-paced or high-growth environment At FlyUSA, we invest in our people. We build careers, not just fill seats. Here's how we support our team: Health & Wellness Aetna medical plans with multiple coverage options Dental and vision coverage through MetLife Access to Teladoc and virtual care resources Over-the-counter health product allowance at CVS Employee assistance and wellness resources Financial Support & Security Employer contribution toward medical premiums Company-provided basic life insurance Optional supplemental life, accident, critical illness, and hospital indemnity plans Health Savings Account and Flexible Spending Account options 401(k) with company match (via Slavic401k) Time & Balance Paid Time Off Sick time provided annually Paid holidays for full-time employees Your Growth & Experience Structured onboarding and support from leadership A culture built on professionalism, teamwork, and clear communication Opportunities to grow internally as we expand fleet and operations

Equal Opportunity Employer:

FlyUSA Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. J7v4fBcJeH