Executive Assistant

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:

The Executive Assistant provides high-level administrative and strategic support to the CEO and select Executive Team members at Magellan Jets. This role is the senior operational leader of the administrative function responsible for setting standards overseeing execution and ensuring the executive team operates at peak effectiveness. The Executive Assistant directly manages the Office & Executive Operations Coordinator and serves as the escalation point for all administrative office and vendor-related matters.

ESSENTIAL FUNCTIONS:

Executive & Leadership Support

• Serve as the primary administrative partner to the CEO and President managing complex calendars anticipating needs and ensuring executives are fully prepared for every meeting and commitment.
• Draft edit and manage executive communications including confidential correspondence internal messaging and external-facing materials.
• Coordinate complex domestic and international travel logistics for senior leadership including itineraries accommodations transportation and contingency planning.
• Organize executive charitable donations and related records for tax purposes.
• Maintain strict confidentiality across all executive records documentation and administrative materials.
• Oversee and delegate work to the remote Executive Assistant ensuring consistent communication alignment on processes and timely task completion.

Office Operations Oversight

• Set operational standards and priorities for office administration delegating day-to-day execution to the Office & Executive Operations Coordinator.
• Serve as the escalation point for office support issues that fall outside the Coordinators scope or authority.
• Oversee office access security protocols and opening/closing procedures ensuring the Coordinator maintains compliance.
• Partner with IT and facilities leadership on infrastructure decisions technology needs and office improvements.

Vendor & Facilities Strategy

• Manage vendor relationships for office services supplies and maintenance including evaluating service quality coordinating contract renewals and escalating pricing or performance concerns to senior leadership as needed
• Serve as the senior liaison with building management and key third-party vendors for escalated or complex matters (e.g. HVAC major repairs construction).
• Ensure workplace safety and security protocols are enforced partnering with internal leadership as needed.

Employee Experience & Culture Leadership

• Oversee the planning and execution of company-wide events holiday parties and team-building initiatives delegating logistics to the Coordinator while maintaining quality and budget standards.
• Partner with HR on the employee milestone recognition program including setting gift guidelines and ensuring consistent execution across all occasions.
• Partner with HR and senior leadership to drive company culture initiatives volunteer programs and employee engagement efforts at a strategic level.
• Cross-Functional & Strategic Support
• Act as a thought partner and operational resource to the Executive Team identifying inefficiencies and proactively proposing improvements to administrative processes.
• Provide senior-level support to employees visitors and guests maintaining the highest standard of professionalism and discretion.
• Support special projects and strategic initiatives as directed by the CEO or Executive Team.

COMPETENCIES:

Knowledge & Education

• At least 5 years of experience supporting C-suite or senior executives in a fast-paced high-accountability environment.
• Experience managing vendor contracts overseeing office operations and leading administrative teams.
• Bachelors degree preferred; equivalent combination of education and experience will be considered.

Skills

• Exceptional organizational and time-management skills; able to manage competing priorities without losing detail.
• Strong written and verbal communication skills; proven ability to draft polished executive-level correspondence.
• Proficiency with Microsoft Office Suite (Outlook Word Excel PowerPoint) calendar management tools and general office technology.
• Demonstrated ability to lead coach and develop direct reports.
• Strategic thinker with the ability to translate high-level direction into organized actionable execution.

Abilities

• High degree of professionalism discretion and confidentiality particularly when handling sensitive executive and organizational matters.
• Proactive and solutions-oriented; anticipates needs and acts before problems arise.
• Ability to work independently and collaboratively across all levels of the organization.
• Comfortable operating in a dynamic fast-paced environment where priorities shift quickly.

MANAGEMENT RESPONSIBILITIES:

Performance Management

• Conduct regular one-on-one meetings with direct report(s) to ensure alignment on priorities performance and professional development.
• Lead formal performance review processes including quarterly and annual evaluations.
• Establish clear measurable goals and objectives aligned with departmental and organizational priorities.
• Provide ongoing coaching mentorship and constructive feedback to support individual growth and accountability.
• Address performance issues in a timely and professional manner partnering with HR and senior leadership as appropriate.

Team Leadership and Oversight

• Lead day-to-day office and administrative operations
• Provide day-to-day guidance coaching and support while remaining actively involved in execution
• Foster a collaborative accountable and high-performance team environment

Talent Development and Onboarding

• Participate in the recruitment hiring and onboarding of team members ensuring alignment with organizational needs and culture.
• Develop and execute structured onboarding and training plans to ensure new hires are effectively integrated and set up for success.
• Identify development opportunities and support ongoing training to enhance technical accounting knowledge and leadership capabilities within the team.

WORK ENVIRONMENT:

• Location: MondayThursday onsite in Quincy MA; remote 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 overnight travel for industry conferences or operational oversight at other locations.

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 Executive Assistant 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

• 9 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.