POSITION SUMMARY

The Executive Assistant/Office Manager is a unique opportunity to join a leading private aviation company in a role that can have a direct impact on our business development.

Executive Assistant/Office Manager will be a strong reliable support to the Chief Operating Officer of Flexjet, as well as an experienced host to Owners and guests occasionally visiting the Farnborough office for appointments, ensuring that our office standards are maintained at the highest level. In addition, in this role, he/she will have an opportunity to contribute to coordinating various communications for internal employees, external partners and customers, always seeking to apply the highest standards, and keeping a relentless focus on details.

DUTIES & RESPONSIBILITIES

Executive support:

• In collaboration with our Chief Operating Officer, organise the monthly communication calendar, create presentations, and assist with coordinating upcoming events.
• Administrative support with expenses, mailing management, travel booking, diary management.
• Meeting coordination with attendees, planning rooms, issuing FUP notes / actions items to the relevant distribution list.
• Acting as first point of contact for general queries addressed, providing direct effective assistance by following directly where possible or asking relevant internal contacts to take over (when possible).
• On behalf of the COO, assist with various ad-hoc requirements in direct relation with the executives’ goals and missions.

Office Management:

• Ensuring that the Farnborough facility has up-to-date maintenance contracts, that all equipment is working and that the general presentation of the office remains at high standards.
• Coordinating the appropriate processes with all staff to ensure that phone lines are consistently answered. promptly with the right welcoming standards, that visitors are welcomed with the correct protocol etc.
• Managing office supply stocks.
• Ensuring that all mails / invoices / postage are opened and channeled to the relevant departments.
• Supporting with general internal and external events organisation (employees parties, prospect events etc.)

FBO Facilities Management:

• With the support of Farnborough airport, assist with the FBO facilities to ensure lounges, offices and equipment meet UK aviation and airport standards.
• Maintain compliance with CAA regulations, fire safety, environmental obligations, and health & safety legislation.
• Manage relationships with third-party vendors and suppliers, ensuring high-quality service, timely delivery and contract compliance.

EDUCATION, EXPERIENCE

• GCSE or equivalent required. Some college preferred.
• Previous administrative experience required.
• Prior executive assistant experience strongly required.

REQUIRED SKILLS & QUALIFICATIONS

• Successful candidate will enjoy coordination, multitasking and have a natural enthusiasm for people, working with a diverse group of employees and external stakeholders, displaying impeccable communication skills, both writing and oral.
• Whilst there will be some structure and routine, the nature of the job will be changeable therefore, adaptability and flexibility are vital to the success of this role.
• Great attention to details and focus to ensure that our brand is always represented with the highest standards whether when dealing with an office guest, responding to an external query or handling an internal communication memo.
• A positive mindset, always willing to help and wanting to make an impact.
• Confident working in a dynamic, fast-paced atmosphere and calm under pressure.
• Ability to interface well with all departments within the company and to represent the respective executive in a highly professional manner.
• Self-motivated, exercising initiative, lead by example, actively contributes to team successes.
• Demonstrated judgment of planning, prioritising, and organising diversified workloads.
• Possesses a high degree of proficiency with MS Office products including Word, Excel, Access, Power Point and Outlook.
• Must be able to maintain the highest level of confidentiality. Ability to handle sensitive material concerning the organisation and the executive’s role within the organisation.
• Exceptional attention to detail with a focus on grammar, punctuation, and spelling.

PHYSICAL REQUIREMENTS

• Physical demands may require a considerable amount of time sitting and typing/keyboarding using a computer (i.e., keyboard, mouse, and monitor) along with various office equipment.
• Physical demands may include walking, carrying, reaching, standing, and stooping.
• May require occasional lifting/lowering, pushing, or pulling up to 25 pounds.

SPECIFICATION/SCHEDULE

• Must possess the legal ability to work in the United Kingdom.

• Starting ASAP.
• Competitive salary and benefits scheme.
• Ability to work after hours, weekends if needed.