Office & Executive Operations Coordinator

ABOUT MAGELLAN JETS:

Founded in 2008 and now one of the largest private aviation providers Quincy MA-based Magellan Jets is a premier provider of private aviation solutions offering a comprehensive range of Jet Card ownership On-Demand Charter and Aircraft Sales and Management. With a focus on personalized service Magellan Jets is dedicated to delivering customized and unparalleled flying experiences to its Private Clients worldwide. Magellan Jets and its FAA-certificated Flight Operations team lead one of the industrys most comprehensive safety management systems and protocols providing peace of mind to the most discerning travelers.

POSITION SUMMARY:

Magellan Jets is seeking a highly organized proactive and service-oriented Office & Executive Operations Coordinator to support the day-to-day operations of our headquarters and provide administrative support to members of the Executive Team.

This role is ideal for someone who thrives in a fast-paced in-office environment and enjoys balancing workplace operations employee experience and executive support. You will serve as a central point of contact for employees visitors and vendors while ensuring the office runs smoothly efficiently and professionally at all times.

This role supports three key areas of the business: 50% of your time in Office & Facilities Operations 30% of your time on Executive Support and 20% of your time on Employee Experience & Culture.

ESSENTIAL FUNCTIONS:

Workplace & Office Operations:

• Maintain office supplies kitchen inventory and equipment; proactively reorder as needed
• Ensure all shared spaces (conference rooms kitchen common areas) are clean organized and guest-ready
• Troubleshoot office equipment and coordinate with IT or facilities vendors for repairs
• Manage incoming calls and direct inquiries appropriately
• Oversee office access security protocols and opening/closing procedures
• Coordinate mail shipping/receiving and deliveries

Employee Experience and Culture Champion:

• Plan and coordinate bi-monthly company lunches including catering and dietary accommodations
• Manage weekly snack and beverage ordering based on employee preferences and budget
• Support planning and execution of team events celebrations and internal engagement initiatives
• Coordinate milestone gifts (e.g. weddings new babies anniversaries)
• Partner with internal teams to promote company initiatives volunteer events and employee programs
• Support onboarding by preparing workspaces and welcome materials for new hires

Vendor & Facilities Management:

• Serve as the primary point of contact for building management and third-party vendors
• Coordinate routine maintenance repairs and workplace improvements
• Manage vendor relationships related to office services and supplies
• Support enforcement of workplace safety protocols in partnership with internal leadership

Executive Support:

• Provide calendar and scheduling support for select members of the Executive Team
• Help prioritize schedules reduce conflicts and ensure leaders are prepared for meetings
• Maintain organized documentation records and administrative materials
• Assist with preparation for meetings presentations and internal communications
• Welcome clients and guests; support office tours and executive visits

COMPETENCIES:

Knowledge & Experience:

• 2-4 years of experience in office coordination administrative support or workplace operations
• Experience working in a professional fast-paced office environment
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook Teams Excel Word) or Google Workspace
• Experience managing calendars or scheduling for multiple stakeholders
• Experience supporting senior leaders or executives preferred
• Familiarity with vendor coordinator and facilities management

Skills:

• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Comfortable with Microsoft Office Outlook Teams Excel Word and/or Google Workspace
• Experience managing executive or multiple calendars daily

Abilities:

• Ability to work independently and collaboratively
• Comfortable working in a dynamic and fast-paced environment
• Discretion in handling confidential information

MANAGEMENT/ SUPERVISORY RESPONSIBILITIES (if applicable):

This position does not have any direct management or supervisory responsibilities.

WORK ENVIRONMENT:

• Location: MondayThursday onsite in Quincy MA; option to work from home on Fridays
• Conditions: General office environment with moderate noise levels. Occasional travel to aircraft or client locations may be required.

PHYSICAL DEMANDS:

• Extended periods sitting at a desk or workstation.
• Occasional walking/ movement between work areas (e.g. meetings restrooms or kitchen).
• Repetitive Hand and Wrist Movements via frequent typing and use of a mouse.
• Light lifting of office supplies documents or equipment (up to 20 lbs).
• Screen Use: Prolonged use of a computer screen.

POSITION TYPE AND EXPECTED HOURS OF WORK:

This is a Full-Time Exempt position.

TRAVEL:

Limited but may require occasional travel for company meetings or industry-secific events.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

N/A

AFFIRMATIVE ACTION PLAN/EQUAL EMPLOYMENT OPPORTUNITY (AAP/EEO) STATEMENT:

Magellan Jets is an equal opportunity employer and is committed to diversity in its workforce. We consider all qualified applicants without regard to race color national origin gender age disability or veteran status in accordance with applicable law.

OTHER DUTIES:

This job description is intended to convey information essential to understanding the scope of the Office & Executive Operations Coordinator position. It is not an exhaustive list of responsibilities duties and skills required for the role. Magellan Jets reserves the right to amend this job description at any time to reflect business needs and operational priorities.

BENEFITS:

At Magellan Jets we value the well-being of our team and are proud to provide a robust benefits package for all full-time exempt employees.

Health & Wellness Benefits:

• Generous vacation and sick time policy

• 7 company paid holidays

• Medical Insurance (HMO or PPO)

• Dental and Vision coverage

• Health Reimbursement Arrangement (HRA)

• Healthcare Flexible Spending Account (HFSA)

• Dependent Care Flexible Spending Account (DCFSA)

• Rx Cost Share Assistance Program

• Life Insurance & Disability Benefits (100% Employer Paid)

• Free Employee Assistance Program (EAP)

Financial & Retirement Benefits:

• 401(k) Retirement Plan with an employer match

• Fitness Reimbursement Program

• Pet Insurance Discount

OUR CORE VALUES:

We believe the foundation of exceptional service begins with the best people in the business that see each interaction as an opportunity to grow a relationship. Our internal culture is felt externally by our private clients because of our alignment on our core values across the business

• Lead with Safety: Deliver the uncompromising commitment to safety

• Care Deeply: Own everything you do and constantly improve

• Create Amazing: Develop cultivate and share a prosperity mindset

Please be cautious of potential recruitment fraud. If you are interested in exploring opportunities at Magellan Jets please go directly to our Careers Page: Magellan Jets will never ask you to pay a fee or download software as part of the interview process with our addition Magellan Jets will not ask for your personal banking information until you have signed an offer of employment and completed onboarding paperwork that is provided by our People Operations team. All communications with Magellan Jets Talent and People Operations professionals will only be sent from @ email addresses. Legitimate emails will never originate from or other commercial email services.