Executive Assistant - Shareholder Services

The Executive Assistant for the Shareholder Services office provides comprehensive administrative, operational, and project coordination support to the Aviation Department and Shareholder Office in a high-touch, availability-driven flight operation. This role has a high level of responsibility for advanced administrative support and coordination of workflows, timelines, logistics, and cross-functional communication. The position is critical to ensuring seamless aircraft readiness, accurate financial processing, responsive passenger support, and efficient execution of operational initiatives across routine and time-sensitive travel needs.

The role supports multiple aircraft, flight department staff, and Shareholder Office needs by coordinating logistics, maintaining systems and records, supporting cabin and provisioning requirements often outside regular business hours, and ensuring timely processing of aviation-related expenses. Workload fluctuates based on trip volume, operational tempo, and project priorities, and the role is essential to preventing delays, supporting shareholders and senior leadership, maintaining a high standard of service, and ensuring projects and operational initiatives are completed efficiently and accurately.

This position combines advanced administrative support with project coordination and execution responsibilities. It manages workflows, timelines, vendor coordination, documentation, reporting, and communication across internal stakeholders, pilots, vendors, handlers, and Shareholder Office contacts to keep aviation operations and related initiatives aligned and on schedule.

Key Responsibilities

Shareholder Services Office Support

• Provide administrative support to the Shareholder Services office, including assisting the COO and other managers as needed with scheduling, documentation, meeting coordination, reporting, and general office support needs.
• Support cross-functional coordination between the Aviation Department, Shareholder Services office, vendors, advisors, and internal team members to help ensure timely communication and completion of administrative priorities.
• Assist with special projects, research, process documentation, project tracking, and other operational initiatives as time allows and business priorities require.

Aircraft Operations Support

• Ability to be available to assist 24/7/365 days with time sensitive tasks related to aircraft scheduling, dispatch coordination, and provisioning, including customs logistics and flight support services at departure and destination airports.
• Respond to last‑minute trip changes and urgent operational needs, frequently outside standard business hours and across multiple time zones.
• Coordinate fuel releases, handlers, parking, and ground support services.

Passenger Services and Logistics

• Arrange and manage ground transportation, including car services and rental vehicles for shareholders, often on short notice 24/7/365 days.
• Coordinate catering for passengers and crew, including sourcing, ordering, and—when in Oklahoma City—physical pickup and delivery.
• Maintain and proactively update passenger preference profiles.

Aircraft Preparation and Cabin Support

• Provide hands‑on support as needed, including assisting with aircraft movement in and out of the hangar, pre‑ and post‑flight cabin preparation, restocking, reprovisioning galleys, and maintaining cabin amenities.
• Coordinate laundering or dry cleaning of soft goods and ensure cabins are fully prepared for upcoming trips.

Financial and Administrative Responsibilities

• Prepare and submit all aviation‑related accounts payable, including fuel, FBO and handling fees, maintenance vendors, training providers, and other operational expenses.
• Reviewing flight logs after each flight and maintaining all Passenger and flight details in BART
• Process and manage co‑tenancy invoices related to shared hangar operations, ensuring accurate allocation, tracking, and reconciliation.
• Monitor aviation credit card activity and coordinate monthly expense reporting for flight department staff daily during business weeks.
• Prepare monthly aircraft usage reports and maintain updates in BART and other aviation tracking systems.

Inventory and Facility Support

• Maintain inventory for each aircraft, including cabin supplies, catering items, and operational materials at minimum monthly. This requires STRONG ATTENTION to detail. Including checking expiration dates monthly and ensuring that any items expiring within the upcoming 30 days are proactively removed from the aircraft prior to going into service.
• Support day‑to‑day hangar operations by managing inbound and outbound shipments, including time‑critical aircraft parts and equipment.
• Oversee package tracking and ensure accurate receipt and distribution of deliveries within the hangar facility.

Additional Aviation Operational Support

• Assist with unplanned maintenance logistics, passenger assistance, and rapidly evolving operational requirements.
• Support increased flight activity and related responsibilities as business travel demands grow.
• Perform other duties as assigned in support of the Aviation Department.

Qualifications

Experience and Skills

• Bachelor's degree strongly preferred
• 2+ years of experience in an executive assistant or similar operational role.
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced, reactive environment
• High level of attention to detail, particularly in financial processing, recordkeeping, and logistics coordination
• Strong technical proficiency, including comfort working with aviation management systems, reporting tools, and standard business software.

Availability and Work Style

• Willingness and ability to respond to after‑hours calls, weekend needs, holidays, and time‑sensitive operational requests.
• Flexible, service‑oriented mindset with a proactive approach to anticipating needs and resolving issues.
• Ability to maintain confidentiality and exercise sound judgment when supporting shareholders and senior leadership.

Personal Attributes

• Professional, dependable, and calm under pressure.
• Strong communication skills and ability to coordinate effectively with pilots, vendors, handlers, and internal stakeholders.
• Comfortable performing both administrative and hands‑on operational tasks as required.