Executive Administrative Assistant

FlyUSA • Clearwater, FL

11d

About The Position

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.)

Requirements

• 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

Nice To Haves

• 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

Responsibilities

• 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
• 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
• 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
• 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)
• 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
• 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

Benefits

• 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
• 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)
• Paid Time Off
• Sick time provided annually
• Paid holidays for full-time employees
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed