Executive Assistant

Vista; New York (NY); On-site; USD 95,000 - 105,000; Full time

Job summary

VistaJet in New York City is seeking an exceptional Executive Assistant to provide dedicated, high-level support to the President of Commercial. You will manage a complex diary, coordinate client engagements, and ensure the President can focus on strategic initiatives.

This visible, fast-paced role offers autonomy and impact in a global organization. You will arrange travel, prepare briefing materials, and partner with the commercial team to support client meetings and events, while maintaining

Qualifications

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• 5+ years of experience as an Executive Assistant supporting senior executives.
• Prior experience supporting commercial/sales or business development function.
• Proven track record managing complex international travel logistics and high-level executive schedules.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication; professional representation of the President.
• Confident gatekeeper; protect the President's time.
• Tech-savvy: Office, Google Workspace, calendar tools.
• Discreet with confidential information.
• Flexible and globally minded; time zones.

Responsibilities

• Executive & Diary Management: Own the President's complex calendar across global time zones; screen emails and prepare briefing materials.
• International Travel Management: Plan and manage domestic/international travel with logistics and 24/7 support.
• Commercial & Client Support: Assist with client-facing presentations and coordinate meeting logistics.
• Events & Team Coordination: Plan team events, offsites, and leadership meetings; coordinate vendors.
• Office & Administrative Support: Process expenses; book meeting rooms; provide back-up front-desk support.

Skills

Executive support

Diary management

Travel planning

Client coordination

Discretion

Tech-savvy

Communication

Gatekeeper

Multitasking across time zones

Tools

Microsoft Office Suite

Google Workspace

Calendar management tools

Job description

We are looking for an exceptional Executive Assistant to provide dedicated, high-level support to VistaJet's President of Commercial based in New York City. This is a visible, high-impact role at the center of a fast-moving global commercial organization. You will be the operational backbone for a senior leader with an international remit — managing a complex diary, facilitating client engagements, and ensuring the President can focus on what matters most.

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.

A career at Vista means stepping into an environment where you’re trusted with real autonomy and responsibility from day one. Whether you're keeping our aircraft airworthy, flying our clients across the globe, or working in one of our corporate teams, you’ll move fast, deliver impact quickly, and grow through hands ‑ on learning and close collaboration within a supportive global community.

Responsibilities

Executive & Diary Management

• Own the President's complex calendar — managing and prioritizing meetings across global time zones with efficiency and judgment.
• Monitor time-sensitive emails, deadlines, and follow-up actions, ensuring nothing is missed.
• Screen calls, emails, and requests — acting as a confident gatekeeper and handling correspondence on the President's behalf where appropriate.
• Prepare thorough briefing materials, agendas, reports, and presentations ahead of all key meetings.
• Arrange full meeting support: scheduling, papers, minutes, action tracking, and follow-through.

International Travel Management

• Proactively plan and manage all aspects of domestic and international travel — flights, visas, accommodation, ground transport, and detailed itineraries.
• Provide responsive, 24/7 support during travel to address last‑minute changes or challenges.
• Anticipate logistical complexities across time zones and ensure seamless trip execution.

Commercial & Client Support

• Support the preparation of client‑facing presentations, proposals, and materials in partnership with the commercial team.
• Coordinate client meeting logistics including venue, catering, and pre‑reads.
• Liaise professionally with business partners, clients, and stakeholders on behalf of the President.
• Maintain discretion when handling commercially sensitive information and relationships.

Events & Team Coordination

• Plan and execute team events, offsites, and internal strategy sessions end to end.
• Support the organization of sales conferences and commercial leadership events, managing all logistics from concept through delivery.
• Coordinate with vendors, venues, and internal stakeholders to ensure events run on time and on budget.

Office & Administrative Support

• Process expenses, purchase orders, and accounting‑related items on behalf of the President.
• Liaise with the Office Manager and reception team to book meeting rooms and arrange catering.
• Serve as backup support for the front desk during absences, ensuring a professional and welcoming experience for all visitors.
• Provide general administrative and project support as needed across a growing, evolving business.

Required Skills And Experience

• 5+ years of experience as an Executive Assistant supporting senior executives, ideally in a global corporate environment.
• Prior experience supporting a commercial, sales, or business development function — you understand the pace and priorities of a revenue‑driven team.
• Proven track record managing complex international travel logistics and high‑level executive schedules.
• Exceptional organizational skills, impeccable attention to detail, and the ability to manage competing priorities without losing composure.
• Strong written and verbal communication skills — you represent the President with professionalism in every interaction.
• Confident acting as gatekeeper — able to push back on requests diplomatically and protect the President's time.
• Tech‑savvy: proficient in Microsoft Office Suite (including advanced PowerPoint and Excel), Google Workspace, and calendar management tools.
• Highly discreet and trusted with confidential information — this is non‑negotiable.
• Flexible and globally minded — comfortable working across time zones and occasionally outside standard hours when needed.

Preferred Attributes

• Experience organizing sales conferences, team events, and client‑facing engagements.
• Ability to anticipate the President's needs and solve problems before they arise.
• Culturally aware and sensitive — you work with colleagues and clients around the world.
• Calm under pressure, solutions‑focused, and energized by a fast‑paced environment.
• Fluency in additional languages is a plus.

This role offers between $95,000 - $105,000 base salary, with a potential bonus of up to 15%.