Executive Assistant

Position Summary

The Executive Assistant (EA) provides high-level administrative and operational support to the SVP, Asia Pacific of an aviation organization. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and projects in a highly regulated, safety-critical industry. The EA will act as a trusted partner to the SVP, Asia Pacific , ensuring efficient communication and coordination across all levels of the business.

Main Responsibilities

Executive Support:
•    Manage SVP, Asia Pacific ’s calendar, schedule meetings, and coordinate international and domestic travel, including compliance with aviation security protocols.
•    Prepare agendas, briefing materials, and presentations for board meetings, regulatory reviews, tradeshows and industry conferences.
•    Prepare meeting minutes and actions arising from key leadership meetings.
•    Handle confidential correspondence and documents with discretion.

Communication & Liaison:
•    Serve as the primary point of contact between the SVP, Asia Pacific  and internal/external stakeholders, including aviation authorities, airline partners, and regulatory bodies.
•    Draft and review emails, reports, and official communications on behalf of the SVP, Asia Pacific

Project Coordination:
•    Assist in tracking strategic initiatives related to fleet management, safety compliance, and operational efficiency.
•    Support SVP, Asia Pacific in preparing for audits, compliance checks, and aviation authority meetings.

Industry Engagement:
•    Coordinate SVP, Asia Pacific’s participation in aviation forums, trade shows, and regulatory discussions.
•    Maintain awareness of industry trends and provide relevant updates to the SVP, Asia Pacific

Office Management:
•    Oversee administrative tasks related to the SVP, Asia Pacific’s office.
•    Maintain organized filing systems for regulatory documents and ensure timely retrieval.
•    Prepare the facility and coordinate all logistics for VIP visits, including hospitality.
•    Plan and organize senior leadership meetings in the APAC region.

Minimum Requirements

•    Bachelor’s degree in Business Administration, Aviation Management, or related field preferred.
•    Good communication skills 
•    Common courtesy and customer orientation 
•    Pro-active approach and ability to anticipate needs
•    Flexibility to work outside standard hours and travel when necessary. 
•    Strong understanding of safety and compliance culture in aviation.

Desired Characteristics

•    Minimum 5 years of experience supporting senior executives, ideally in aviation or a highly regulated industry.
•    Strong proficiency in MS Office Suite and digital collaboration tools.
•    Excellent communication skills (written and verbal) and professional demeanor.
•    Ability to handle sensitive information with integrity and confidentiality.
•    Highly organized, detail-oriented, and proactive problem solver.

•    Strong personal values corresponding with Jet Aviation values (Trust, Honesty, Alignment, Transparency)

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Work Environment

The employee must be able to work in both a heavy maintenance environment and in upscale customer areas. The noise level in the work environment is usually moderate with occasional high volume when aircrafts arrive/depart. The employee is frequently exposed to vibration. Occasional fuel fumes may permeate the workplace. Employee must be willing and able to work in all types of weather conditions. The noise level in the work environment is usually loud. The Hangar environment may be extreme hot and cold during certain seasons of the year.