Executive Administrative Assistant

Gridiron Air; Fort Worth (TX); On-site; USD 65,000 - 85,000; Full time

Job summary

A leading charter airline in Fort Worth is seeking an experienced Executive Administrative Assistant to provide comprehensive support. You will manage complex calendars and communication across multiple stakeholders. The ideal candidate has 7+ years of experience in similar roles and advanced Microsoft 365 skills. This position involves organizing meetings and events, drafting communications, and ensuring executive efficiency in a fast-paced environment.

Qualifications

• 7+ years of experience as an Executive Assistant.
• Experience leading or mentoring other Executive Assistants is a plus.
• Proven experience with complex calendar management.

Responsibilities

• Acts as the point of contact for the executive and internal/external clients.
• Organizes virtual and in-person meetings, including logistics.
• Drafts, edits, and prepares high-quality executive communications.

Skills

Advanced proficiency in Microsoft 365

Strong written and verbal communication skills

Project management skills

Office Management skills

High emotional intelligence

Education

HS Diploma, Associate’s, or Bachelor’s Degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Teams

Zoom

Job description

Join to apply for the Executive Administrative Assistant role at Gridiron Air.

Gridiron Air is a FAR Part 121 Supplemental Air Carrier and a leading charter airline specializing in customized flight solutions using a fleet of Boeing 777‑200ER aircraft. We are committed to delivering new levels of safety, hospitality, and operational excellence. Our flight and cabin crew operate worldwide 365 days a year, supported by dedicated professionals in our corporate office, Operations Control Center, and world‑class Maintenance Operation located at AFW, Perot Field Fort Worth Alliance Airport in Fort Worth, Texas. Flexibility is required to meet business needs, including evenings and weekends when necessary.

Gridiron expects employees to conduct business honestly and ethically wherever operations are maintained, uphold high standards of safety, security, quality, and responsibility, and maintain a culture of integrity, diversity, and inclusion. All employees are expected to adhere to core values and demonstrate loyalty to the company across all aspects of their duties.

Summary

The Executive Administrative Assistant provides comprehensive administrative support to the Gridiron Air team, managing various tasks and schedules to enable executive efficiency.

Responsibilities

• Acts as the point of contact for the executive and internal/external clients
• Undertakes front office tasks and office management duties
• Serves as the primary point of contact for the executive, managing communications with internal and external stakeholders
• Manages complex calendars, coordinates meeting logistics, and ensures smooth communication and scheduling
• Organizes virtual and in‑person meetings, including room bookings, AV setup, catering, and other necessary logistics
• Drafts, edits, and prepares high‑quality executive communications, meeting agendas, presentations, summaries, and reports
• Captures and presents key takeaways from senior meetings, ensuring alignment, follow‑up, and accountability
• Plans and executes events, senior leadership meetings, and client visits with professionalism and attention to detail
• Handles front office tasks and manages administrative duties such as ordering supplies and tracking expenses
• Understands Gridiron Air Safety Management System (SMS), identifies safety hazards, uncovers deficiencies, and raises safety concerns to foster a proactive safety culture
• May perform other responsibilities as assigned based on business needs and shifting company priorities

Qualifications

• 7+ years of experience as an Executive Assistant; experience leading or mentoring other Executive Assistants is a plus
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), Teams, Zoom, and comfortable learning and adapting to new tools and systems
• HS Diploma, Associate’s, or Bachelor’s Degree preferred
• Proven experience with complex calendar management, travel coordination, and executive‑level communication across multiple stakeholders and time zones
• Strong written and verbal communication skills, with a professional and confident presence across all levels of an organization
• Exceptionally organized and detail‑oriented, with strong project management skills and the ability to manage multiple priorities under pressure
• Office Management skills a plus
• High emotional intelligence and discretion, with the ability to handle sensitive information and situations with sound judgment and professionalism
• Proactive and self‑motivated, with a solutions‑oriented mindset and the ability to work independently in a fast‑paced, remote or hybrid environment
• Collaborative and low‑ego team player who thrives in a matrixed environment, with empathy, resilience, and a positive, can‑do attitude