Executive Assistant

Magellan Jets•Quincy, MA

5d•Hybrid

About The Position

The Executive Assistant provides high-level administrative and strategic support to the CEO and select Executive Team members at Magellan Jets. This role is the senior operational leader of the administrative function, responsible for setting standards, overseeing execution, and ensuring the executive team operates at peak effectiveness. The Executive Assistant directly manages the Office & Executive Operations Coordinator and serves as the escalation point for all administrative, office, and vendor-related matters.

Requirements

At least 5 years of experience supporting C-suite or senior executives in a fast-paced, high-accountability environment.
Experience managing vendor contracts, overseeing office operations, and leading administrative teams.
Exceptional organizational and time-management skills; able to manage competing priorities without losing detail.
Strong written and verbal communication skills; proven ability to draft polished, executive-level correspondence.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendar management tools, and general office technology.
Demonstrated ability to lead, coach, and develop direct reports.
Strategic thinker with the ability to translate high-level direction into organized, actionable execution.
High degree of professionalism, discretion, and confidentiality — particularly when handling sensitive executive and organizational matters.
Proactive and solutions-oriented; anticipates needs and acts before problems arise.
Ability to work independently and collaboratively across all levels of the organization.
Comfortable operating in a dynamic, fast-paced environment where priorities shift quickly.

Nice To Haves

Bachelor’s degree preferred; equivalent combination of education and experience will be considered.

Responsibilities

Serve as the primary administrative partner to the CEO and President, managing complex calendars, anticipating needs, and ensuring executives are fully prepared for every meeting and commitment.
Draft, edit, and manage executive communications, including confidential correspondence, internal messaging, and external-facing materials.
Coordinate complex domestic and international travel logistics for senior leadership, including itineraries, accommodations, transportation, and contingency planning.
Organize executive charitable donations and related records for tax purposes.
Maintain strict confidentiality across all executive records, documentation, and administrative materials.
Oversee and delegate work to the remote Executive Assistant — ensuring consistent communication, alignment on processes, and timely task completion.
Set operational standards and priorities for office administration, delegating day-to-day execution to the Office & Executive Operations Coordinator.
Serve as the escalation point for office support issues that fall outside the Coordinator’s scope or authority.
Oversee office access, security protocols, and opening/closing procedures, ensuring the Coordinator maintains compliance.
Partner with IT and facilities leadership on infrastructure decisions, technology needs, and office improvements.
Manage vendor relationships for office services, supplies, and maintenance — including evaluating service quality, coordinating contract renewals, and escalating pricing or performance concerns to senior leadership as needed
Serve as the senior liaison with building management and key third-party vendors for escalated or complex matters (e.g., HVAC, major repairs, construction).
Ensure workplace safety and security protocols are enforced, partnering with internal leadership as needed.
Oversee the planning and execution of company-wide events, holiday parties, and team-building initiatives, delegating logistics to the Coordinator while maintaining quality and budget standards.
Partner with HR on the employee milestone recognition program, including setting gift guidelines and ensuring consistent execution across all occasions.
Partner with HR and senior leadership to drive company culture initiatives, volunteer programs, and employee engagement efforts at a strategic level.
Act as a thought partner and operational resource to the Executive Team, identifying inefficiencies and proactively proposing improvements to administrative processes.
Provide senior-level support to employees, visitors, and guests, maintaining the highest standard of professionalism and discretion.
Support special projects and strategic initiatives as directed by the CEO or Executive Team.
Conduct regular one-on-one meetings with direct report(s) to ensure alignment on priorities, performance, and professional development.
Lead formal performance review processes, including quarterly and annual evaluations.
Establish clear, measurable goals and objectives aligned with departmental and organizational priorities.
Provide ongoing coaching, mentorship, and constructive feedback to support individual growth and accountability.
Address performance issues in a timely and professional manner, partnering with HR and senior leadership as appropriate.
Lead day-to-day office and administrative operations
Provide day-to-day guidance, coaching, and support while remaining actively involved in execution
Foster a collaborative, accountable, and high-performance team environment
Participate in the recruitment, hiring, and onboarding of team members, ensuring alignment with organizational needs and culture.
Develop and execute structured onboarding and training plans to ensure new hires are effectively integrated and set up for success.
Identify development opportunities and support ongoing training to enhance technical accounting knowledge and leadership capabilities within the team.