Executive Assistant

LifeStyle Aviation is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to the Principal/CEO and the broader teams. The ideal candidate will effectively manage complex schedules, streamline communication, handle confidential information, and spearhead key company projects. This role is central to improving efficiency and supporting sales initiatives across the organization.

Responsibilities

Executive & Administrative Support

Manage the Principal/CEO's complex calendar, prioritizing meetings, and ensuring seamless scheduling for both internal and external engagements.

Act as the primary gatekeeper for the CEO, drafting professional correspondence and preparing effective communication templates for client outreach and call scheduling.

Organize and filter executive emails, implementing efficient systems for communication management.

Manage, organize, and track critical company documents, including closing checklists, legal records, and files within Google Drive.

Prepare and submit invoices, manage accounting records, and assist with financial operations for various entities.

Assist the accounting team by tracking and organizing vendor bills, expenses, and monthly financial data.

Support logistics for business operations, including office management, procurement, and physical organization.

Provide support on complex financial and regulatory topics, such as in-depth tariff research instructions and HTS codes.

Recruitment & Human Resources

Lead the initial stages of the recruitment pipeline by drafting, completing, and posting job descriptions to the company website and professional platforms like LinkedIn.

Review applicant submissions, organize video requests, and schedule interviews for strong candidates to move them through the hiring process.

Process onboarding paperwork and ensure necessary documentation is completed for new employees.

Manage customer data and activities within the CRM system (e.g., AvWare).

Assist the sales team in following up on current opportunities and tracking the progress of active deals.

Requirements

Proven experience as an Executive Assistant, Sales Support Specialist, or similar role.

Exceptional organizational skills and meticulous attention to detail

Proficiency in the Google Workspace suite (Docs, Sheets, Drive, Calendar) and familiarity with CRM systems.

Strong verbal and written communication skills with experience drafting professional correspondence.

A proactive, results-oriented mindset with the ability to take initiative and manage multiple priorities in a fast-paced environment.

The ability to handle highly sensitive and confidential information, including financial statements, contracts, and personnel records.

Experience in the aviation or a highly technical/regulated industry is a plus.

Preferred Qualifications

Proactive desire to go above and beyond role requirements

Desire to innovate and redefine approach

Prior collaboration or personal project management experience

Proven aptitude in seeking creative solutions to multi-faceted challenges

Ability to influence, inspire, and lead from any role

Compensation

20 hours per week, hybrid role. The EA will work closely with all teams on meaningful projects during agreed‑upon hours. Responsibilities will be tailored to fit within a manageable workload for a part‑time schedule. Compensation is hourly, ranging from $22/hr to $30/hr. Details will be discussed during the interview process.

EEO Statement

LifeStyle Aviation is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other legally protected status. LifeStyle Aviation reserves the right to modify or discontinue any job posting at any time without notice. All offers of employment are contingent upon the successful completion of a background check, as well as the ability to provide proof of eligibility to work in the United States. The company also reserves the right to request additional information from applicants in order to determine suitability for employment.

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