Executive Assistant

Company Description

Epic Flight Academy provides FAA-certified Part 141 flight training and Part 147 aircraft mechanic training at multiple U.S. locations. Since 1999, the academy has helped thousands of students achieve their aviation goals in a safe, efficient learning environment. Operating a fleet of modern Cessna and Piper aircraft with advanced Garmin G1000 glass cockpits, the academy remains committed to its "Safety First!" mission. With the support of over 200 dedicated professionals, Epic Flight Academy continues to pioneer innovative training solutions for aspiring aviation professionals across the country.

Executive Assistant Role Description:

The Executive Assistant serves as a trusted extension of the COO, increasing executive effectiveness and keeping operational priorities moving forward. This role coordinates daily administrative demands, departmental communications, and critical follow-up items while providing additional support to the CEO. The ideal candidate is upbeat, highly organized, proactive, and adaptable, with the confidence to respectfully keep executives focused and ensure decisions lead to timely action.

Executive Assistant Essential Responsibilities:

• Executive coordination and prioritization. Manage calendars, appointments, and competing demands. Recognize what requires immediate executive attention, what can wait, and what can be handled independently within established guidelines.
• Communication management. Serve as a central point of contact for routine requests and communications, screening calls and emails, gathering information, and routing matters appropriately to reduce unnecessary interruptions.
• Decision capture and follow-through. Track decisions, commitments, and next steps across calls, conversations, and changing topics. Communicate approved decisions to the appropriate people and schedule follow-up meetings promptly.
• Operational follow-up. Maintain a clear record of projects, action items, owners, and deadlines. Obtain needed decisions from the COO through timely reminders and focused follow-up, and flag delays or unresolved issues.
• Departmental coordination. Follow up with department managers for updates and deadlines on behalf of the COO. Communicate expectations clearly and respectfully, escalating concerns without overstepping delegated authority.
• Meeting coordination. Coordinate departmental and executive meetings; prepare focused agendas and supporting materials; capture notes, decisions, and assignments; and help keep discussions concise and on track.
• Active executive support. Stay engaged with the COO throughout the day, including accompanying him around campus as needed to capture updates, clarify priorities, and respectfully redirect attention to outstanding decisions and commitments.
• Travel and continuity. Arrange travel, itineraries, and logistics. Maintain communication and follow-through while the COO is traveling so departmental requests and operational priorities continue to move forward.
• Administrative and financial support. Prepare correspondence, reports, and documents; organize confidential records; and track expenses, receipts, and reimbursement documentation.

Decision Making and Authority:

This role independently handles routine administrative matters within delegated authority. Significant operational, financial, personnel, or policy decisions remain with the appropriate executive. The Executive Assistant gathers information, prompts timely decisions, communicates approved direction, and tracks completion. The position coordinates follow-up with managers and employees without assuming their management authority.

Minimum Qualifications:

• Demonstrated administrative, coordination, or project support experience, with the ability to manage schedules, communications, and competing deadlines accurately.
• Strong organizational and prioritization skills, including the ability to capture details and retain action items while switching quickly between subjects.
• Clear written and verbal communication, professional discretion, and sound judgment when handling confidential or sensitive information.
• Comfort using calendars, email, word processing, spreadsheets, virtual meeting platforms, and shared task tools; ability to learn new technology quickly.
• An upbeat, engaged approach and the initiative to identify needs, take ownership, and follow responsibilities through to completion.
• Confidence and tact to give respectful reminders, ask clarifying questions, obtain updates, and remain firm about agreed priorities and deadlines.
• Ability to work effectively with different communication and working styles, frequent interruptions, shifting priorities, and time-sensitive situations.
• Reliability and flexibility to coordinate support while executives are on campus or traveling, including accompanying the COO around campus as needed.

Preferred Qualifications:

The following are beneficial but are not required:

• Executive assistant experience supporting a COO, CEO, or other senior leader; approximately five years of experience is especially desirable.
• Aviation industry experience, particularly in flight training or a similar operational environment.
• Experience coordinating communication and follow-up across multiple departments or locations.
• Experience with executive travel arrangements, expense reporting, and meeting action tracking.

Physical Demands:

This is a hands-on support role in an active campus environment. Work includes desk-based administrative tasks and coordination throughout campus, with frequent changes in pace and priorities. Success requires remaining composed, responsive, and professional while keeping track of unfinished work and critical follow-up items.

Compensation:

Base salary of $50,000 to $60,000 performance-based bonus incentives

Work Location:

• In person

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $50,000 - $60,000