Executive Administrative Assistant

A FAR Part 121 Supplemental Air Carrier, Gridiron Air is a leading charter airline specializing in customized flight solutions using its fleet of Boeing 777-200ER aircraft. We are committed to delivering new levels of safety, hospitality, and operational excellence to the charter market. Our talented flight and cabin crew operate across the globe, 365 days a year. These talented team members are supported by dedicated professionals out of our corporate office - including our state-of-the-art Operations Control Center and world-class Maintenance Operation - located at AFW, Perot Field Fort Worth Alliance Airport, in Fort Worth, Texas. Flexibility is required to meet the needs of our business and will require evening and weekend availability, when needed.

Gridiron expects its employees to conduct business honestly and ethically wherever operations are maintained. We strive to improve our services, products, and processes consistently and will maintain a reputation for safety, reliability, service, operational excellence, integrity, diversity, and inclusion. Our employees are expected to adhere to high standards of business and personal integrity as a representation of our business practices at all times, consistent with their duty of loyalty to the company. In addition, Gridiron Air expects all its employees to uphold a work environment that ensures Safety, Security, Quality, Responsibility, and value for all our employees, clients, customers, and other stakeholders.

SUMMARY

The Executive Administrative Assistant provides administrative support to the Gridiron Air Team. The Executive Admin will be responsible for managing various tasks and schedules.

GENERAL DUTIES

• Acts as the point of contact for the executive and internal/external clients.
• Manages the inventory, ordering, and coordination of all corporate office supplies.
• Serves as the corporate office facilities manager and acts as liaison with property management company.
• Serves as the primary point of contact for the assigned executives, including but not limited to: managing communications with internal and external stakeholders, coordinating calendars, budgetary responsibility related to expenses.
• Manages complex calendars, coordinates meeting logistics, and ensures smooth communication and scheduling.
• Organizes virtual and in-person meetings, including room bookings, AV setup, catering, and other necessary logistics.
• Drafts, edits, and prepares high-quality executive communications, meeting agendas, presentations, summaries, and reports.
• Captures and presents key takeaways from senior meetings, ensuring alignment, follow-up, and accountability.
• Plans and executes events, senior leadership meetings, and client visits with professionalism and attention to detail.
• Employees are expected to have a thorough understanding of the Gridiron Air Safety Management System (SMS). They should be competent in executing responsibilities aligned with their training and involvement in the SMS. Additionally, they are required and supported to identify and report safety hazards, uncover safety deficiencies, and raise safety concerns within the operation, thereby fostering a proactive safety culture.
• May perform other responsibilities as assigned based on business needs and shifting company priorities.

QUALIFICATIONS

• 7+ years of experience as an Executive Assistant, experience leading or mentoring other Executive Assistants is a plus.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), Teams, and Zoom; comfortable learning and adapting to new tools and systems
• HS Diploma, Associates, or Bachelor’s Degree.
• Proven experience with complex calendar management, travel coordination, and executive-level communication across multiple stakeholders and time zones.
• Strong written and verbal communication skills, with a professional and confident presence. across all levels of an organization.
• Exceptionally organized and detail-oriented, with strong project management skills and the ability to manage multiple priorities under pressure.
• Office Management skills preferred.
• High emotional intelligence and discretion, with the ability to handle sensitive information and situations with sound judgment and professionalism.
• Proactive and self-motivated, with a solutions-oriented mindset and the ability to work independently in a fast-paced, remote or hybrid environment.
• Collaborative and low-ego team player who thrives in a matrixed environment, with empathy, resilience, and a positive, can-do attitude.