Office Administrator

VistaJet Ltd.; Salzburg; Hybrid; EUR 28.000 - 36.000; Vollzeit

Zusammenfassung

VistaJet Ltd. seeks an Office Administrator to join the Global Travel Management team in our Salzburg satellite office, supporting senior leadership including the Chief of Staff and the President, within a wider international network.

You will manage documentation, coordinate communications, maintain records, and provide executive assistance with discretion and reliability in a fast-paced, global environment.

Qualifikationen

• Experience in a similar administrative role.
• Self-motivated and able to work independently.
• Reliable and proactive with problem-solving mindset.
• Comfortable in a dynamic, international environment.
• Team-oriented while thriving in a smaller office setting.
• High level of professionalism and discretion.

Aufgaben

• Prepare, review and maintain documentation with high accuracy.
• Summarize reports, presentations and emails into clear formats.
• Ensure timely and well-structured document preparation for stakeholders.
• Manage day-to-day communications via email, phone and collaboration tools.
• Act as a communication facilitator between internal teams and leadership.
• Draft, proofread and respond to various correspondence.
• Maintain records, files and databases with precision and consistency.
• Support document archiving in line with company standards.
• Ensure easy retrieval of important files and information.
• Provide administrative support to senior leaders including scheduling and coordination.
• Take ownership of assigned tasks and drive them to completion independently.

Kenntnisse

Detail-oriented

Independent

Communication

Discretion

Professionalism

Jobbeschreibung

We are seeking a Office Administrator to join our Global Travel Management team. This role is based in a small satellite office and supports senior leadership, including the Chief of Staff and the President of Global Travel Management, while being an integral part of a wider international team.

Vista is the world’s leading global business aviation company, providing worldwide business flight services through its network of subsidiaries and a team of over 4,000 experts. A global group headquartered in Dubai, Vista integrates a unique portfolio of companies to offer asset‑free services that cover all key aspects of business aviation, including guaranteed and on‑demand global flight coverage, subscription and membership solutions, and trading and management services.

Your Responsibilities

The ideal candidate is detail‑oriented, self‑driven, and capable of working independently in a fast‑paced, global environment.

Administrative & Documentation Support

• Prepare, review and maintain documentation with a high level of accuracy and attention to detail.
• Summarize reports, presentations and email conversations into clear, concise formats.
• Ensure timely and well‑structured document preparation for internal and external stakeholders.

Communication & Coordination

• Manage and support day‑to‑day communications via email, phone, and company collaboration tools.
• Act as a communication facilitator between internal teams and leadership.
• Draft, proofread and respond to various correspondence.

Data & Records Management

• Maintain and update records, files and databases with precision and consistency.
• Support document archiving processes in line with company standards.
• Ensure proper organization and easy retrieval of important files and information.

Executive Support

• Provide administrative support to the Chief of Staff and President of Global Travel Management.
• Assist with preparation of materials, scheduling and operational coordination as needed.
• Take ownership of assigned administrative tasks and drive them to completion independently.

Required Skills, Qualifications, and Experience

• Experience working in a similar role.
• Self‑motivated and capable of working independently.
• Reliable and proactive mindset with a problem‑solving attitude.
• Comfortable working in a dynamic, international environment.
• Team‑oriented, while also thriving in a smaller office setting.
• High level of professionalism and discretion.