Executive Assistant

Title: Executive Assistant

Location: Fishers, IN

Reports to: Chief Operating Officer (COO)

The Jet Access Experience:

Expect it all at Jet Access and our family of companies that provide premier private air travel, charter, aircraft management, sales, maintenance, flight training, and airport operation and management. Our Team Members are the heart of our core values, the center of everything we do, and the foundation of our success. As a growing enterprise, we are committed to giving you the tools and resources for a long and meaningful career with us.

But here’s what you really need to know: the energy here is different, and you’ll feel it from day one. We move with purpose and intensity, thinking strategically, acting decisively, and tackling challenges head-on. This isn’t a place for coasting. We expect excellence, ownership, and the drive to do things right even when it’s harder. We push each other to be better while genuinely caring about each other’s success. Growth isn’t just happening around us; we’re driving it together.

• Expect a safe, positive, fast paced, and growth-oriented environment.
• Expect a culture focused on the wellbeing and happiness of our Team Members and their families.
• Expect to work with a diverse and talented group of aviation professionals.
• Expect your voice to be heard.
• Expect to matter.

If you thrive in dynamic, high-performing environments where your contributions directly impact the business and your voice actually matters, you’ll fit right in. Bring your energy, your expertise, and your commitment to excellence and expect us to meet you with the same. Your future success is our priority – Expect it all.

What We Believe:

Our five core values are the lived principles that guide every decision we make, every relationship we build, and every standard we hold ourselves to.

• Safety First – Above all else, we will operate with the safety of our Team Members, clients, and guests as our top priority.
• Do the Right Thing for the Long Term – Jet Access is a family owned, professionally operated enterprise that is committed to continued growth. With that in mind our Team Members are empowered to make the right decisions for our future success.
• Take Care of Each Other – We recognize that by taking care of our people, our people will take care of our clients and each other.
• Relationships Matter – Relationships with our fellow Team Members, our clients, the vendors that support us, and the communities that we serve are the foundation of our future success.
• Maintain Positivity – Our culture is solutions oriented, built upon projecting a positive and optimistic attitude.

Your Impact:

The Executive Assistant serves as a trusted operational partner to the Senior Executive Leadership Team at Jet Access, keeping executive schedules, communications, and administrative workflows running with precision and discretion. This role bridges the gap between leadership priorities and day-to-day execution – ensuring that executives can focus on driving the business while the people, spaces, and logistics around them are expertly managed. The result is an executive team that operates efficiently, a workplace that runs smoothly, and a culture where every detail reflects the high standards Jet Access is known for.

Your Competitive Edge:

• Base salary: $70,000 – $90,000 annually, paid bi-weekly
• FLSA: Exempt

Our commitment to “Take Care of Each Other” shows up in everything we offer–generous benefits, competitive wages, paid vacation and holidays, excellent training programs, and discounted flight training. You’ll join a tight-knit family where leadership is compassionate, transparent, and empowers you to achieve success, both for the business and your personal growth.

What the Days Look Like:

• Standard business hours: Monday–Friday, 8:00 AM – 5:00 PM
• Flexibility required to support executive schedules, early morning or evening needs, and occasional weekend availability for events or time-sensitive priorities.
• In-office presence is expected the majority of the time; occasional travel to off-site meetings, company events, or industry functions.
• Fast-moving environment with frequent reprioritization throughout the day based on executive needs.

Where You Make Your Mark:

As the Executive Assistant at Jet Access, you’ll serve as the operational backbone for the Senior Executive Leadership Team, keeping every calendar, communication, and environment running at the standard this team demands. Here’s what your role encompasses:

Executive Calendar & Communications Management

• Manage and maintain complex, dynamic calendars for senior executives, proactively anticipating scheduling conflicts and resolving them with minimal disruption.
• Serve as a gatekeeper for executive time, ensuring calendar commitments align with company priorities and strategic objectives.
• Act as an extension of the executive by anticipating needs, identifying priorities, and proactively solving problems before they reach the leadership team.
• Screen, organize, and prioritize incoming emails and correspondence, drafting responses or routing items on behalf of executives as directed.
• Handle confidential information with the highest level of discretion, maintaining trust and professionalism in all interactions.

Presentations, Research & Executive Deliverables

• Prepare and produce polished presentations, reports, and briefing materials that reflect Jet Access’s standards for clarity and professionalism.
• Conduct research and compile information to support executive decision-making, strategic planning, and business development efforts.
• Assist in preparing materials for leadership reviews, client presentations, board meetings, and team communications.
• Track action items, deadlines, and follow-through across multiple stakeholders and departments, ensuring every commitment is visible and completed.
• Support special initiatives and cross-functional projects by gathering data, coordinating logistics, and preparing supporting documentation.

Event, Meeting & Travel Coordination

• Plan and coordinate company events, leadership meetings, and off-site gatherings from end to end – including venue selection, catering, invitations, AV setup, and on-site logistics.
• Manage executive travel arrangements including flights, accommodations, ground transportation, and itinerary preparation.
• Prepare and reconcile expense reports for supported executives in an accurate and timely manner.
• Coordinate logistics for client-facing events and internal team functions that reflect Jet Access’s culture and attention to detail.
• Anticipate logistical needs and proactively resolve issues before they impact executives or the teams they lead.

Office Management & Facilities Coordination

• Oversee day-to-day office management functions, including maintaining adequate inventory of supplies, snacks, beverages, and common area essentials.
• Manage vendor relationships for office-related services and coordinate timely ordering and restocking to keep the workspace fully operational.
• Set up and break down meeting rooms and event spaces, ensuring the environment is professional, organized, and ready for use.
• Serve as a point of contact for facility needs, coordinating with appropriate teams or vendors to address issues promptly.
• Maintain organized and up-to-date digital and physical filing systems for executive records, correspondence, and administrative documentation.

Cross-Functional Support & Organizational Effectiveness

• Build and maintain strong working relationships across departments, acting as a collaborative resource for teams that interface with executive leadership.
• Identify opportunities to improve administrative processes, communication flows, and office systems that support a high-performing leadership team.
• Represent the executive team with professionalism and warmth in all interactions – internal and external – reinforcing Jet Access’s values and reputation.
• Support organizational effectiveness by monitoring cross-departmental commitments, flagging gaps in follow-through, and ensuring leadership stays informed on the status of shared priorities.
• Complete special projects and initiatives as needed, embracing opportunities to contribute to Jet Access’s continued growth and success.

Who Thrives in This Seat:

The right person for this seat Gets It, Wants It, and has the Capacity to Do It. Below is what each dimension looks like in practice for this role.

Get It

Getting It is about instinct, not credentials. The right candidate naturally understands how executive operations flow and grasps that their work directly enables the decisions that drive this company forward.

• Proactive anticipation – identifies what’s coming next and has it ready before the ask
• Operational awareness – understands how leadership priorities translate into schedules, deliverables, and logistics without needing it spelled out
• Situational judgment – reads the room; knows when to move fast and when to slow down; calibrates tone and approach to the moment
• Systems thinking – sees how the pieces connect; understands that a missed follow-up or a disorganized calendar has downstream consequences for the entire leadership team

• Deep alignment with Jet Access core values and a genuine commitment to contributing to a family-owned, professionally operated culture.

Want It

Wanting It is about genuine motivation. The right candidate is energized by the invisible work – the agenda ready before anyone asks, the presentation that lands perfectly, the office that just works. They don’t need recognition for every task; they find satisfaction in the outcome.

• Discretion – handles sensitive information with a clear understanding of what stays in the room; trust is non-negotiable
• Solutions orientation – brings options rather than problems; takes ownership of follow-through without being managed
• Genuine relationship-building – earns trust at every level, from front-line Team Members to senior leadership, through consistency and care
• Composure – tone and quality stay steady when the pace is high and priorities are shifting; doesn’t transfer stress upward
• Brand representation – every interaction with a client, vendor, or Team Member reflects on Jet Access; shows up with the professionalism and warmth this organization is known for
• Positivity – brings steady, solutions-focused energy every day, even when the list is long and the pace is relentless

Capacity to Do It

Capacity is about sustained ability across all dimensions of this role, not just performance in a good week.

Mental Capacity

• The cognitive and technical bandwidth to manage complexity without losing precision.
• Associate’s degree required; Bachelor’s degree preferred, or equivalent combination of education and experience
• Minimum 4 years of progressive experience in an executive assistant or senior administrative role, preferably supporting C-suite or senior leadership
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and comfort with scheduling and communication platforms
• Demonstrated experience with event coordination, travel logistics, and meeting management from planning through execution
• Professional written and verbal communication skills, including the ability to draft correspondence, reports, and presentations on behalf of executives

Physical Capacity

• The physical presence and availability required to perform and support this role.
• In-office presence expected the majority of the time
• Able to manage physical setup and breakdown for meetings and events
• Occasional travel for off-site meetings, company events, or industry functions
• Valid driver’s license and ability to pass comprehensive background checks and drug screening

Emotional Capacity

• The interpersonal resilience and self-awareness to perform under pressure while maintaining positive relationships.
• Handles pressure with grace and maintains consistent warmth even during demanding periods
• Gives and receives direct feedback professionally, without defensiveness or avoidance
• Knows when to ask for clarity and when to take initiative without being directed
• Maintains a steady, optimistic presence that supports rather than adds to executive load

Time Capacity

• The ability to manage a high-volume, fast-shifting workload without dropping commitments.
• Protects focus on high-priority executive needs while sustaining a continuous flow of administrative responsibilities
• Nothing sits and nothing slips – follows through completely on every commitment made
• Manages competing demands across multiple executives without losing quality or responsiveness

Preferred Experience

• Not required, but indicators of stronger long-term fit and faster ramp.
• Background in aviation, hospitality, or another service-intensive industry supporting senior leadership
• Familiarity with EOS (Entrepreneurial Operating System) principles and tools
• Experience with CRM platforms or project management tools such as Salesforce or similar
• Comfort with light office management, vendor coordination, and physical workspace upkeep

Our Execution Rhythms & Standards:

We operate within a clear EOS framework built on core values alignment, G-W-C, and consistent meeting cadence. Our performance targets and rhythms are designed so nothing drifts, nothing slips, and every commitment made becomes a commitment kept.

• Daily: Quick sync with supported executives to align on priorities, urgent items, and schedule changes – To-Do completion tracked at 90% weekly.
• Weekly L10: 100% attendance expected; review Scorecard performance (target: 90% to goal), Rock progress, and To-Dos – and solve the most important issues together.
• Monthly: Review recurring administrative systems, supply inventory, vendor relationships, and upcoming events calendar – a consistent checkpoint to catch drift before it compounds.
• Quarterly: Rock setting for the next 90 days (target: 80% completion) – retrospective on what worked and what didn’t, and a review of administrative processes for improvement opportunities.

Jet Access Group and affiliated companies are an Equal Opportunity Employer committed to diversity and inclusion in our workplace. Employment decisions are based solely on the qualifications and merit of the individual candidate and needs of the business, without discrimination on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.