Executive Assistant to Senior Executive Leadership
Location: Deerfield Beach
Industry: Aviation Commercial Finance
Reports To: Senior Executive Leadership
Position Overview
The Executive Assistant provides high-level, strategic support to a senior executive within a fast-paced aviation and commercial finance environment focused on aircraft acquisition, disposition, and investment. This role is a critical partner in enabling leadership to operate effectively by managing priorities, optimizing time, and ensuring seamless coordination across complex, deal-driven activities.
This position goes beyond traditional administrative duties, requiring strong business acumen, discretion, and the ability to anticipate needs in a dynamic and highly transactional industry.
Key Responsibilities
Executive & Strategic Support
- Manage complex and constantly shifting calendars, ensuring alignment with business priorities and investment timelines
- Coordinate internal and external meetings, including investor calls, deal reviews, and executive briefings
- Act as a gatekeeper and facilitator, prioritizing access to the Executive and managing communications flow
Meeting & Communication Management- Prepare agendas, presentation materials, and briefing documents for meetings
- Capture key takeaways, action items, and follow-ups, ensuring timely execution
- Draft and manage professional correspondence on behalf of the executive
Travel & Logistics Coordination- Arrange detailed domestic and international travel, including multi-leg itineraries tied to aircraft inspections, investor meetings, and industry events
- Manage all logistics including ground transportation, accommodations, visas and meeting schedules
- Ensure the executive is fully prepared for all engagements with relevant documents, materials and insights
Expense & Administrative Oversight- Prepare and reconcile expense reports in a timely and accurate manner
- Track budgets related to executive operations and travel
Project & Deal Support- Assist with coordination of aircraft acquisition/disposition processes, including document tracking and stakeholder coordination
- Support confidential transactions by organizing data rooms, documentation, and timelines
- Liaise with internal teams (Finance, Legal, Technical, Sales) to ensure cross-functional alignment
Stakeholder Coordination- Serve as a key point of contact for internal executives, investors, brokers, and external partners
- Maintain strong relationships while ensuring professionalism and confidentiality
Process Improvement & Efficiency- Identify opportunities to streamline workflows, improve scheduling efficiency, and enhance executive productivity
- Implement tools and best practices to support a modern, high-performance executive office
Qualifications & Experience- Bachelor's degree in Business Administration, Finance, Aviation Management, or related field preferred
- 5+ years of experience supporting senior executives in fast-paced environments such as aviation, finance, private equity, or asset management
- Experience supporting deal-driven or transaction-heavy businesses strongly preferred
Skills & Competencies- Business Acumen: Strong understanding of aviation finance, commercial transactions, and investment environments preferred
- Organizational Excellence: Exceptional ability to manage competing priorities with precision and efficiency
- Communication Skills: Professional, polished written and verbal communication
- Discretion & Confidentiality: Proven ability to handle sensitive and confidential information with integrity
- Proactive Mindset: Anticipates needs and takes initiative without direction
- Attention to Detail: High level of accuracy in all deliverables
- Technology Proficiency: Advanced skills in Microsoft Office (Outlook, Excel, PowerPoint, Teams); experience with expense systems and document management tools
- Adaptability: Thrives in a fast-paced, evolving environment with shifting priorities
Key Attributes for Success- Strategic thinker with the ability to connect day-to-day tasks to broader organizational goals
- Calm under pressure, with strong problem-solving capabilities
- Collaborative team player with a service-oriented mindset
- High level of professionalism and executive presence
- Strong sense of urgency and accountability
Why This Role Matters
This role is essential to supporting executive leadership in a high-performance aviation investment organization. By ensuring efficiency, organization, and clear visibility across priorities and transactions, the Executive Assistant enables leadership to focus on driving growth, executing deals, and delivering results.