Senior Administrative Assistant - Executive Operations Support

XOJET Aviation; Columbus (OH); On-site; USD 65,000 - 85,000; Full time

Job summary

A leading aviation company is seeking a seasoned Senior Administrative Assistant to support a dynamic senior executive. This role requires excellent organizational skills and the ability to thrive in a fast-paced environment, ensuring valuable time management and streamlined processes for the executive team.

Benefits

Medical, Dental, and Vision plans

401(k) plan with company match

PTO Accrual based on years of service

Company Paid Life and Disability Insurance

Employee Assistance Programs

Mental Health Wellness Program

Empty Leg Flight Benefits

Qualifications

• 5+ years of experience supporting C-level executives.
• Exceptional organizational and multitasking skills.
• Advanced proficiency in Microsoft Office and Concur.

Responsibilities

• Manage complex executive calendars and prioritize engagements.
• Coordinate travel and itineraries domestically and internationally.
• Develop systems to optimize time usage and ensure priorities.

Skills

Organizational skills

Multitasking

Communication

Proactivity

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Concur

Job description

Job Profile

We are seeking a seasoned, highly capable Senior Administrative Assistant to support a dynamic senior executive and contribute to the effectiveness of our broader U.S. operational leadership team. This role is ideal for someone who is confident, proactive, and thrives in high-paced environments. You are not here to take notes—you’re here to make order out of chaos, ensure high-value use of time, and help streamline how our executive team works.

Key Responsibilities

• Manage an executive’s complex calendar with precision, prioritizing appointments and engagements based on strategic value.
• Coordinate domestic and international travel, accommodations, and detailed itineraries.
• Handle expense reports, reconciliation, and compliance using Concur.
• Act as a gatekeeper and time protector—anticipate conflicts, create space, and drive calendar discipline.
• Develop and implement systems to optimize time usage, track key deliverables, and ensure priorities stay on the radar.
• Support the broader U.S. leadership team with scheduling, task coordination, and administrative needs as requested.
• Partner with the Executive Assistant and Office Manager to support company-wide events, leadership offsites, and onsite logistics.
• Build strong relationships across departments to facilitate collaboration and communication.
• Maintain discretion and professionalism at all times when handling sensitive information.

Requirements

• 5+ years of experience supporting C-level or senior executives in a fast-paced, high-output environment.
• A confident, strong-willed professional who can partner effectively with senior leaders to ensure their time is aligned with key priorities and commitments.
• Exceptional organizational and multitasking skills—able to manage competing demands with calm and confidence.
• Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Concur.
• Excellent written and verbal communication skills.
• Trusted, reliable, and proactive—you’re always one step ahead.
• A steady presence who brings positive influence and structure to a high-energy, fast-moving executive.
• Experience supporting teams across time zones and organizational levels.

Benefits:

• Medical, Dental, and Vision plans
• 401(k) plan with generous company match with full and immediate vesting
• PTO Accrual – Increased based on years of service
• Company Paid Life, Short, and Long Term Disability Insurance
• Employee Assistance Programs
• Mental Health Wellness Program
• Empty Leg Flight Benefits & Customized Travel Site with Delta Airlines

Vista Americais an operating partner ofVista– the world’s first private aviation ecosystem, integrating a unique portfolio of companies. Vista has a global workforce of 4,000 aviation professionals and has flown corporations, governments and private clients to 187 countries, covering 96% of the world.

The affiliated operating partners of Vista are equal employment opportunity employers. The affiliated operating partners of Vista do not discriminate against any applicant or employee based on race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, and genetic information, or any other basis protected by applicable law. The affiliated operating partners of Vista also prohibit harassment of applicants or employees based on any of these protected categories. compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.