Job Description

Job Title:  Business Aviation Administrator

FLSA Status: Non-Exempt

Relocation: No

Summary: The Business Aviation Administrator plays a crucial role in ensuring operational excellence and seamless communication within the flight department while providing critical support to senior and executive leadership. This role demands a proactive mindset, adaptability in dynamic environments, and a collaborative approach. A background in aviation is highly preferred, as this position involves direct engagement with flight operations and industry-specific documentation.

Core Responsibilities:

To perform this job successfully, an individual must be able to fulfill each responsibility effectively. Reasonable accommodations may be made to enable individuals with disabilities to perform core responsibilities.

Department Coordination & Communication

• Leads departmental administration, ensuring effective interdepartmental communication.
• Compiles and analyzes reports from various company segments to support business decisions.
• Manages departmental records and files, ensuring organization and accessibility.
• Serves as a key point of contact for internal and external stakeholders, providing clear, prompt communication.
• Cross-trains on business operations team tasks.

Executive & Administrative Support

• Provides high-level administrative support to the Executive Director and senior leadership, including scheduling, report preparation, and communication review.
• Maintains a detailed network of contacts and business information for key stakeholders.
• Arranges complex domestic and international travel, including flights, accommodations, event registrations, and documentation.
• Oversees version control and updates for essential aviation-related documents, such as Operations Manuals, Emergency Response Plans (ERP), Flight Operations Manuals (FOM), Trip Reports, and Safety documentation.
• Manages reports related to crew utilization, charter flights, and fuel usage.
• Leverages technology to enhance operational efficiency and reduce human error.

Finance Administration

• Processes, reviews, and verifies invoices and payment requests, ensuring accuracy and appropriate documentation.
• Schedules and executes payments while maintaining compliance with financial policies and resolving discrepancies.
• Maintains vendor relationships and addresses payment inquiries.
• Conducts budget reconciliations and provides analysis of account trends as needed.

Event Coordination

· Plans and executes meetings, team events, company functions, and presentations, managing logistics, materials, and budgets.

Additional Responsibilities

· Assist with departmental onboarding for new team members and contractors.

· Lead hangar tours for staff, vendors, and partners.

· Identify inefficiencies and proactively propose business process improvements.

· Take detailed meeting notes, arrange company lunches, and assist with setup and teardown of meetings.

Supervisory Responsibilities:

· Not responsible for supervising others

Budget Responsibilities:

· May be asked to provide insight or collect information for budget activities. 

Education and Experience:

Education :

· Bachelor’s degree, or equivalent combination of education, training and experience.

Experience:

• 5+ years of operational and administrative experience supporting senior level professionals
• Prior experience in aviation administration, flight operations, or a related field is highly preferred.
• Experience in roles requiring confidentiality, good judgment, dependability, flexibility, and diplomacy.
• Experience handling calendaring and scheduling functions
• Domestic travel coordination experience (airfare, lodging, ground transportation)
• Copy edit experience with executive communications, preferred
• Experience with facility or office management, preferred

Skills and Abilities:

• Exceptional problem-solving abilities and the ability to quickly address and resolve obstacles. 
• Ability to professionally interact with high level internal and external contacts
• Ability to work collegially and collaboratively. 
• Attentive to detail with proven ability to prioritize work, meet multiple deadlines, and reprioritize tasks as needed
• Ability to function with minimal supervision and demonstrate initiative in determining appropriate next steps.
• Ability to establish strong relationships with individuals at all levels inside and outside of the organization.
• Ability to prioritize appointments and make appropriate scheduling decisions on behalf of executive leaders.
• Knowledge of general office practices, procedures and equipment.
• Excellent Outlook, SharePoint, Excel, and Microsoft Word management skills
• Familiarity with electronic invoicing systems

Working Conditions:

· Work is done in a typical open office environment. This role routinely uses standard office equipment.

· While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions, wet or humid conditions (non-weather), work near moving mechanical parts, and risk of electrical shock.

· The noise level in the work environment is usually low.

Physical Demands:

· This is largely a sedentary role; however, some occasional light lifting may be required. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

· Specific vision abilities required by this job include close vision, distance vision, peripheral vision, night vision, depth perception and ability to adjust focus.

Travel Requirements:

· Domestic may rarely be required.

· Must have the ability to obtain and maintain international travel documents such as a US passport or other equivalent documents.

Background Review/Interview:

· Must be able to satisfy background check and related requirements. 

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