Executive Administrative Assistant - Love Fie

Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership while serving as a key driver of front-of-house customer experience. This role is responsible for ensuring seamless executive operations, coordinating customer interactions, and delivering a world-class hospitality experience for VIP aviation clients. The position combines executive support, customer experience management, travel coordination, and facility readiness to ensure every interaction reflects Citadel Aviation's commitment to excellence, professionalism, and service.

Essential Job Functions

• Serve as the primary front-of-house representative, greeting and welcoming all clients, visitors, vendors, and partners with professionalism and hospitality.
• Manage executive calendars, scheduling, travel arrangements, and correspondence for leadership.
• Coordinate and prepare for meetings, including conference calls, executive briefings, and customer engagements.
• Plan and execute meetings, client events, business luncheons, and VIP customer experiences.
• Oversee customer arrival and departure logistics, including facility access, badges, itineraries, and internal communication.
• Maintain client offices and common areas with appropriate amenities, ensuring a high-end, client-ready environment at all times.
• Coordinate business and personal travel arrangements for executives and customers, including flights, hotels, transportation, and reservations.
• Maintain and manage customer profiles, preferences, travel documentation, and service records.
• Act as a liaison between executives, customers, and internal teams to ensure alignment and seamless communication.
• Support customer experience strategy by identifying opportunities to improve service, processes, and touchpoints.
• Monitor customer satisfaction through feedback, surveys, and direct engagement.
• Assist in resolving customer issues and escalating concerns as needed to ensure positive outcomes.
• Develop and maintain processes and procedures that enhance the overall customer journey.
• Prepare reports, presentations, and executive materials as needed.
• Handle confidential information with a high level of discretion and professionalism.
• Support marketing and branding efforts including facility tours, customer events, and content creation (photos, videos, and materials).
• Coordinate trade show preparation, customer engagement materials, and post-event follow-up activities.
• Assist with community engagement and local partnership initiatives.
• Maintain organized records, files, and documentation for executive and customer-related activities.
• Support onboarding, coordination, and guidance of administrative or clerical staff as needed.

Minimum Qualifications or Experience

• Bachelor's degree in Business Administration, Hospitality, Communications, or related field preferred.
• 5–8 years of experience in executive administrative support, customer experience, or hospitality-focused roles.
• Experience supporting senior leadership in a fast-paced, professional environment.
• Strong experience in scheduling, travel coordination, and event planning.

Preferred Qualifications or Experience

• Experience in aviation, aerospace, luxury hospitality, or high-end service environments.
• Experience supporting VIP or executive-level customers.
• Familiarity with travel booking systems and corporate travel coordination.
• Experience with CRM systems, customer tracking tools, or event management platforms.
• Experience supporting marketing, branding, or customer engagement initiatives.

Supervisory Responsibilities

• May provide guidance, coordination, or oversight to administrative staff or reception personnel.
• May assist in training and mentoring junior administrative team members.

Knowledge, Skills, and Other Attributes

• Exceptional interpersonal and customer service skills with a hospitality-driven mindset.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities and projects in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.
• Strong communication skills, both written and verbal.
• Ability to anticipate needs and proactively solve problems.
• Detail-oriented with a focus on delivering high-quality outcomes.
• Ability to interact effectively with executives, customers, and cross-functional teams.
• Creative and resourceful approach to enhancing customer experience.
• Proficiency in Microsoft Office and scheduling tools.

Travel

• Occasional travel may be required to support executive needs, customer events, or company initiatives.

Other Duties

Please note this job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this position. Duties and responsibilities may change at any time with or without notice to support business needs.

Working Conditions

• Work is performed in both office and front-of-house customer environments.
• Frequent interaction with executives, customers, and visitors.
• Requires extended periods of computer use, scheduling coordination, and event preparation.
• May require flexibility in working hours to support customer schedules, events, or executive needs.
• High level of professionalism and presentation required at all times.