Executive Assistant

Dynamic Aviation; Bridgewater (VA); On-site; USD 4,305,000 - 7,284,748; Full time

Job summary

Dynamic Aviation seeks a seasoned Executive Assistant to support the Chairman and CEO by handling a wide range of administrative, clerical, and personal tasks with discretion. You will ensure seamless coordination of business and family activities while supporting the front office.

Key responsibilities include complex domestic/international travel planning, calendar management, and expense reconciliation. Strong written and verbal communication, confidentiality, and adaptability are essential in

Qualifications

• High School Diploma or GED required; college degree preferred.
• 5+ years of experience as an Executive Assistant or Personal Assistant.
• Experience handling confidential materials with discretion.
• Extensive experience coordinating complex domestic and international travel.
• Experience managing business and personal calendars with frequent changes.
• Ability to multi-task with complex details and meet deadlines.
• Strong organizational and prioritization skills with adaptability.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and comfort with new tech/devices.
• Basic IT troubleshooting knowledge (Wi-Fi, device setup, printing).
• High attention to detail and discretion in all matters.
• Dependable, proactive, and able to work independently in a fast-paced environment.

Responsibilities

• Coordinate domestic and international travel with detailed itineraries and changes.
• Maintain Travel Planner for Chairman & CEO including family travel.
• Manage business and personal calendars with confirmations and events.
• Create and update daily checklists to meet priorities and deadlines.
• Arrange travel for trade shows, conferences, and family trips.
• Coordinate visits for customers, Advisory Board, VIPs, or family guests.
• Submit and reconcile expense reports for business and personal use.
• Schedule and coordinate family appointments and events.
• Handle personal logistics and vendor coordination as needed.
• Provide Level 1 IT support for the Chairman, CEO and family devices.
• Assist with personal and professional projects for the Chairman & CEO.
• Draft and send letters or correspondence per instruction.
• Purchase and manage office and household supplies.
• Code and submit invoices to Accounting from monthly statements.
• Assist with personal finances and tax recordkeeping confidentially.
• Organize and distribute news articles or publications as needed.
• Support other Senior Management as assigned.
• Assist front office tasks: phones, visitors, mail, etc.
• Perform other related duties as assigned.

Skills

Microsoft Office

Travel coordination

Calendar management

Written and verbal communication

Discretion and confidentiality

Multi-tasking

Independent work

IT troubleshooting basics

Education

High School Diploma or GED

College degree preferred

Tools

Microsoft Office Suite

Job description

Live an Adventure, Master your Craft, Find your Purpose

At Dynamic Aviation, we solve unique challenges for our customers with innovative aviation solutions. Our focus is on operations that serve, protect, and enhance the lives of families and communities worldwide. Whether modifying aircraft to help protect our service members overseas, performing geographical mapping for scientific research, or working to suppress large wildfires on the West Coast, we serve with integrity and excellence.

Job Details

The Executive Assistant supports the Chairman and CEO by competently performing a variety of administrative, clerical, and personal support tasks promptly and efficiently. This position provides direct assistance to the Chairman & CEO and their family, ensuring seamless coordination of both business and personal activities. This position also supports the front office.

Job Responsibilities

• Coordinate domestic and international business and personal travel, including preparing detailed itineraries and managing changes as needed
• Maintain Travel Planner for Chairman & CEO, including family and personal travel schedules
• Maintain and manage business and personal calendars, ensuring all confirmations, appointments, and events are current and accurate
• Create and update daily checklists for Chairman & CEO to ensure priorities and deadlines are met
• Prepare travel arrangements for trade shows, conferences, family trips, and other functions
• Coordinate arrangements for customer visits, Advisory Board, VIP guests, or family visitors (including meals, lodging, transportation, and other host responsibilities)
• Collect and submit expense reports for Chairman & CEO, including reconciliation of both business and personal accounts
• Assist with scheduling and coordination of family appointments and events, including medical appointments, personal commitments, and social engagements
• Manage personal and household-related logistics such as errands, reservations, and vendor coordination as needed
• Provide Level 1 IT support for the Chairman & CEO and family members, including basic troubleshooting of personal devices (computers, tablets, phones), Wi-Fi connectivity, printing, and software setup
• Support a variety of personal and professional projects and interests of the Chairman & CEO as requested
• At the direction of the Chairman & CEO, assist with composing and sending letters or correspondence
• Purchase and maintain necessary office and household supplies, ensuring items are organized and replenished
• Manage invoices, receipts, and documentation to match monthly credit card statements; code and submit to Accounting
• Assist with personal finances, taxes, and recordkeeping under strict confidentiality
• Scan, organize, and distribute news articles or publications as needed
• May support other Senior Management with administrative needs as assigned
• Provide support to the front office to include answering the phones, checking in visitors, sorting mail and other related duties as needed
• Perform all other related duties as assigned

Job Requirements

• High School Diploma or GED required; college degree preferred
• 5+ years of previous experience as an Executive Assistant or Personal Assistant
• Experience handling confidential and sensitive materials and information with discretion
• Extensive experience coordinating complex domestic and international travel
• Experience managing business and personal calendars with frequent, dynamic changes
• Demonstrated ability to multi-task and work effectively with complex details while meeting critical, non-negotiable deadlines
• Strong organizational and prioritization skills, with the ability to adapt to shifting priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and comfort with new technology and devices
• Basic knowledge of IT troubleshooting (e.g., Wi-Fi, device setup, software installation, printing)
• High attention to detail and accuracy
• Ability to maintain professionalism and discretion in all personal and business matters
• Dependable, proactive, and able to work independently in a fast-paced environment

Pay Band: $31.25 - $52.88 per hour. Starting pay is determined by experience, qualifications, and internal equity, and typically falls between the minimum and midpoint of the pay range.

It is the policy of Dynamic Aviation to prohibit and eliminate discrimination on grounds of race, color, religion, sex, (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity, national origin, ancestry, age, disability, veteran status, marital status or any other characteristics protected by law. It is also Dynamic Aviation's policy to provide equal employment for all and comply with any affirmative action obligations pursuant to the Federal Executive Orders, 11246 and 11375, as amended.