Executive Assistant to the President/CEO

PlaneSense, Inc. • Portsmouth, NH

7d

About The Position

PlaneSense, located in Portsmouth, NH, is an aviation management company with more than thirty years of experience. The company has built a strong reputation for service and innovation and continues to push its capabilities while upholding exceptional standards in aviation management.

We are currently seeking a high-caliber Executive Assistant (EA) to serve as the "right hand" to our President/CEO. In this role, you will act as a true extension of the President/CEO, anticipating needs before they arise and operating with the highest level of accuracy, discretion, and professional "polish."

The ideal candidate is a proactive problem-solver who thrives in high-growth, fast-paced environments. You are someone who balances a "roll up your sleeves" attitude with the executive presence required to engage with Board members, fractional share owners, investors, and global partners.

Requirements

• Experience: 10+ years of executive-level support, with at least 3+ years specifically supporting a CEO or C-suite executive in a large or high-growth organization.
• Education: Bachelor’s degree or equivalent professional experience.
• Global Fluency: Proven experience managing schedules and travel across multiple time zones and continents.
• Technical Mastery: High level of proficiency in Microsoft Office (Word, Excel, PowerPoint) and collaboration tools like Outlook and Teams.
• Discretion: An unwavering commitment to confidentiality and the ability to handle sensitive information with extreme integrity.
• Communication: Superior written and verbal skills; the ability to craft professional emails and maintain a polished business appearance.

Nice To Haves

• Executive Presence: High emotional intelligence and the ability to engage confidently with our executive team members, board members, fractional share owners, investors, and global partners.
• Adaptability: A positive, enthusiastic attitude with a high tolerance for change and the ability to stay calm under pressure.
• Proactive Judgment: Demonstrated ability to work with minimal supervision and take initiative.
• Commitment: Willingness to provide after-hours support tied to travel, reservations or urgent global priorities. Responsive to emails/texts/phone calls outside normal business hours.

Responsibilities

• Executive Support & Calendar Management: Provide comprehensive administrative and personal support to the President/CEO, including managing a complex calendar, prioritizing appointments, and coordinating personal services e.g., vehicle maintenance, home services, bills, taxes, etc.
• Inbox Management: Proactively oversee the President/CEO’s inbox—organizing priorities, drafting responses, and ensuring nothing falls through the cracks.
• Global Travel & Logistics: Coordinate intricate domestic and international travel arrangements, including booking airlines, accommodations, and ground transportation, and preparing detailed itineraries. Coordinate with our IOC (Integrated Operations Center) to schedule flights within our own fleet.
• Financial Administration: Complete and process complex expense reports, including currency conversion for international travel, ensuring accuracy and timely submission.
• Board & Stakeholder Relations: Serve as the primary administrative liaison for the Board of Directors and other key internal/external stakeholders, including coordinating high-level meetings and managing sensitive correspondence with discretion.
• Project & Committee Assistance: Coordinate administrative work and special projects as occasionally needed for additional boards and committees the President/CEO serves on.
• Meeting Excellence: Facilitate meeting preparation, including tech setup, agenda creation, note-taking, and rigorous follow-up on action items for cross-departmental initiatives.
• Executive Correspondence: Prepare and edit high-level correspondence on behalf of the President/CEO.
• Autonomy & Trust: You will be empowered to make decisions, manage priorities independently, and act on behalf of the President/CEO with confidence and sound judgment.
• Culture & Operations: Act as an integral part of driving a positive company culture.
• Occasional Travel: Support the President/CEO at major events or off‑site engagements, which may require occasional travel.

Benefits

• PlaneSense, Inc. provides a clean work environment, excellent benefit package and competitive compensation.
• We offer equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, or gender identity), national origin, age, disability, veteran status, or genetics.
• In addition to federal law requirements, PlaneSense, Inc. complies with applicable state and local laws governing nondiscrimination in employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive