Administrative Assistant

Title: Administrative Assistant Location: Fishers, IN Reports to: Chief Operating Officer Built Different Jet Access is a family-owned, professionally operated private aviation company. Everything private aviation lives here: aircraft management, charter, maintenance, sales, flight training, FBO services, and charter brokerage. We were the first to bring every sector of private aviation under one brand, and the best of what we are building is still ahead of us. But here is what you really need to know: the energy at Jet Access is different, and you will feel it from day one. We move with purpose and intensity, thinking strategically, acting decisively, and tackling challenges head-on. This is not a place for coasting. We expect excellence, ownership, and the drive to do things right even when it is harder. We push hard because we genuinely want to elevate the lives of our clients, our aircraft owners, and the people right next to us. Growth is not just happening around us. We are driving it together. Bring your energy, your expertise, and your commitment to excellence and expect us to meet you with the same. You will have a voice, a real seat at the table, and the opportunity to grow in a company that is genuinely invested in your future. Expect it all. Our Core Values Safety First. Above all else, we operate with the safety of our Team Members, clients, and guests as our top priority. No exceptions, no shortcuts. Do the Right Thing for the Long Term. We act ethically, think strategically, and make decisions built for the future. Our Team Members are empowered to choose the harder right over the easier wrong. Take Care of Each Other. When we take care of our people, our people take care of our clients and each other. We show up, listen first, and lift each other up. Relationships Matter. Our relationships with Team Members, clients, vendors, and the communities we serve are the foundation of our success. We keep our word and build trust one interaction at a time. Maintain Positivity. We celebrate wins, lift each other up, and bring optimism and solutions to every challenge. The energy we create together is a choice, and we choose well. Your Competitive Edge Base salary range of $50,000-$65,000 (annualized), paid bi-weekly. This position is classified as FLSA Exempt. Our commitment to "Take Care of Each Other" shows up in everything we offer: generous benefits, competitive wages, paid vacation and holidays, excellent training programs, and discounted flight training. You will join a tight-knit family where leadership is compassionate, transparent, and empowers you to achieve success, both for the business and your personal growth. Where You Make Your Mark The Administrative Assistant serves as a trusted operational hub for Jet Access's senior leadership team, providing coordinated support across the CEO, CFO, COO, and CAO to keep the executive function running with precision and professionalism. This role manages the complexity of multi-executive calendars, high-stakes events, and office operations that the leadership team depends on to move fast and stay focused. The right person in this seat doesn't just keep up - they stay two steps ahead. Calendar and Schedule Management Manage and synchronize complex, overlapping calendars for the CEO, CFO, COO, and CAO, balancing competing priorities with sound judgment and clear communication Coordinate internal and external meetings end-to-end, including agenda preparation, logistics, participant communication, and pre-read distribution Anticipate and resolve scheduling conflicts proactively, protecting executive time for high-priority commitments without creating friction for other stakeholders Track recurring deadlines, commitments, and leadership rhythms across all four executives to ensure nothing slips Act as the primary intake point for scheduling requests directed to senior leadership, filtering and prioritizing with discretion and professionalism Event Planning and Coordination Plan and execute company events, leadership meetings, team gatherings, and client-facing functions from concept through completion, managing all moving parts with precision Own all event logistics including venue selection, catering, materials, technology, and vendor management across multiple simultaneous commitments Communicate event details and changes clearly and on time to all stakeholders, maintaining a master event calendar that keeps leadership aligned Anticipate needs before they become problems, building in contingencies and keeping all parties informed as plans evolve Support cross-departmental initiatives and ad hoc events throughout the year, stepping in where coordination is needed most Travel Coordination Arrange comprehensive travel for multiple executives simultaneously, including flights, ground transportation, accommodations, and detailed itineraries Build itineraries that account for timing, preferences, and logistics across complex multi-leg or multi-city trips, leaving no detail unaddressed Monitor active travel in real time, communicating proactively when changes or disruptions arise and executing alternatives without being asked Reconcile expenses and receipts accurately and promptly, maintaining organized records that meet internal documentation standards Develop and maintain preferred vendor and booking resources that improve efficiency and consistency over time Office Operations and Environment Own the full scope of office management, including supply ordering, pantry and cooler stocking, vendor coordination, and facilities communication Monitor inventory systematically and replenish proactively, keeping the office consistently equipped without overspending Serve as the on-site point of contact for building services, equipment vendors, and any facilities-related needs that arise Coordinate workspace setup and readiness for new Team Member onboarding, ensuring a professional and welcoming first-day experience Continuously identify and implement improvements to office systems and the in-office environment that reflect Jet Access's standards Meeting Support and Executive Communications Attend leadership and team meetings as assigned, capturing comprehensive and well-organized notes with accuracy and speed Produce clear, professional meeting recaps and action item summaries that are distributed promptly and drive real accountability across the organization Draft routine and complex correspondence on behalf of senior leadership with the appropriate tone, precision, and professionalism Maintain organized documentation and filing systems that make information consistently accessible and reliable for the executive team Complete special projects and initiatives as needed, embracing opportunities to contribute to Jet Access's continued growth and success Who Thrives in This Seat The Skills You Carry In Bachelor's degree in Business Administration, Communications, or a related field strongly preferred; equivalent experience in a senior administrative role will be considered Minimum 5 years of experience providing administrative support, with demonstrated experience supporting multiple senior leaders simultaneously Advanced proficiency in Microsoft Office Suite, including Outlook calendar management, Word, Excel, and Teams; comfort learning new platforms quickly Exceptional organizational capability with a proven track record of managing high volumes of competing priorities without losing accuracy or composure Strong written and verbal communication skills, including the ability to draft professional correspondence independently and represent leadership with professionalism Demonstrated discretion in handling confidential and sensitive information at the executive level Must successfully pass a background check and pre-employment drug and alcohol screening Deep alignment with Jet Access core values and a genuine investment in the culture, the team, and the mission What This Role Asks of You Full-time, in-office presence at our Fishers, IN headquarters; this role requires consistent on-site availability to support the executive team effectively Ability to remain at a workstation for extended periods and move throughout the office as operational needs require Occasional light lifting for supply restocking, event setup, or preparation of materials Valid driver's license preferred for occasional local errands or off-site support Availability for occasional evenings or weekends tied to events, executive travel, or leadership commitments How You Engage Steady and composed under pressure, maintaining professionalism when priorities shift rapidly across multiple executives simultaneously Proactive by nature - identifies what is needed before being asked and takes ownership of follow-through without prompting Builds trusted, respectful relationships at every level of the organization through reliability, discretion, and consistent execution Communicates with clarity and confidence, keeping stakeholders informed and aligned without creating unnecessary noise Brings energy and optimism to the team, understanding that how this role shows up shapes the tone of the entire executive environment What the Days Look Like Standard schedule is Monday through Friday, in-office, aligned to the rhythm and needs of the senior leadership team Flexibility for occasional evenings or weekends is expected when events, executive travel, or business priorities require it The pace is fast and the demands are real; back-to-back commitments, shifting priorities, and high expectations are the norm, not the exception Level 10 meetings and leadership rhythm events are standing commitments this role actively supports and participates in Strong personal accountability and time discipline are foundational to success in this seat What Sets You Apart Experience providing administrative support to a C-suite team in a fast-paced, growth-oriented organization Background in aviation, professional services, hospitality, or another high-standards industry where discretion and polish are expected Familiarity with EOS principles, including Rocks, Scorecards, and Level 10 meeting rhythms Experience planning and executing multi-stakeholder corporate events with complex logistics Exposure to travel management tools, booking platforms, or vendor coordination systems that improve executive support efficiency Equal Opportunity Statement Jet Access Group and affiliated companies are an Equal Opportunity Employer committed to diversity and inclusion in our workplace. Employment decisions are based solely on the qualifications and merit of the individual candidate and needs of the business, without discrimination on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.