Administrative Coordinator

Reata Jet is a Texas-based aviation company providing aircraft charter, management, maintenance, aircraft sales, and aviation support services. Based at Austin Executive Airport, we are committed to delivering absolutely uncompromising safety and exceptional service to our clients.

Our culture is built around teamwork, integrity, accountability, and a true passion for aviation. We love what we do and for many of us, it runs in our blood. We take pride in maintaining a workplace where employees are treated like family, where quality workmanship is respected, and where talented professionals can build long-term careers. We take great care to put our team members in a position where they can succeed.

If you're looking for an opportunity to work with passionate people and amazing aircraft at a company that genuinely values its employees, we encourage you to apply.

Join Reata Jet and together let’s Spur The Moment!

Reata Jet is seeking a proactive, highly organized Executive Assistant to support the Maintenance Coordinator and the maintenance team. This role keeps administrative work, communication, scheduling, and documentation moving smoothly so the maintenance operation can stay focused on safe, timely aircraft service.

• Provide direct administrative support to the Maintenance Coordinator, including calendar management, meeting coordination, and follow-up on action items.
• Organize maintenance-related communications, vendor correspondence, service appointments, and internal updates.
• Maintain orderly digital and paper files for work orders, invoices, quotes, approvals, maintenance records, and vendor information.
• Help prepare maintenance-status reports, cost summaries, meeting notes, and owner communications.
• Track administrative deadlines, pending approvals, open requests, and follow-ups to ensure nothing is overlooked.
• Coordinate travel, site visits, training, and logistics for maintenance leadership and team members as needed.
• Support vendor onboarding, document collection, purchase-order administration, and invoice routing.
• Assist with scheduling meetings between maintenance personnel, aircraft owners, vendors, and company leadership.
• Handle sensitive operational and executive information with discretion and professionalism.
• Identify opportunities to improve organization, communication, and administrative processes within maintenance operations.

• Experience as an executive assistant, administrative assistant, office coordinator, or similar support role.
• Exceptional organization, attention to detail, and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with or Google Workspace, including calendars, documents, spreadsheets, and presentations.
• Ability to work independently, anticipate needs, and follow through reliably.
• Professional judgment, discretion, and a customer-service mindset.
• Aviation, maintenance, or operations experience is greatly preferred.
• Experience with QuantumMX is another big plus.