Senior Administrative Assistant

Job Description

Posted Monday, June 15, 2026 at 6:00 a.m. | Expires Tuesday, June 23, 2026 at 5:59 a.m.

This position requires in-person collaboration up to five days a week. This arrangement is subject to change based on business requirements.

The Senior Administrative Assistant will provide comprehensive support to Vice President Chief Information Security Officer and Vice President Tour Operator. As the organization grows to support its corporate objectives, this role may expand to support other Vice Presidents in the Technology function. The ideal candidate will be a dynamic, multi‑tasking individual who is highly organized, detail‑oriented, proactive, flexible, and committed. The aviation work environment is cross‑country and global requiring the ability to operate with both local and remote stakeholders in any time zone.

This position requires a positive approach to building strong cross‑functional relationships and a passion for coordination and administration. The role involves handling highly privileged and confidential information and demands the ability to exercise discretion, sound judgment, and independent decision‑making. The work is high‑volume and fast‑paced, addressing a wide range of internal and external issues, stakeholders, and priorities.

Please Note: The position is not eligible for remote work under our hybrid work policy.

• Calendar Management:
  Proactively manage all aspects of the Vice Presidents' calendars and collaborate with other Senior Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams
• Communication:
  Screening and prioritizing messages from different channels including email, Teams, phone, or in‑person and serving as a point of contact between leadership and internal or external stakeholders
• Confidentiality:
  Manage and secure highly privileged, confidential and sensitive information, exercising significant judgment and discretion regarding all communications
• Correspondence:
  Compose and send routine and non‑routine correspondence on behalf of the VPs, ensuring follow‑up on all action items
• Material Preparation:
  Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VPs for final review and ensure such materials are sent to intended audiences
• Meeting Preparation:
  Draft pre‑reads or briefings as required, create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel using Sabre and Outlook
• HR Coordination:
  Liaise with Sr. HRBPs to coordinate confidential and sensitive information on behalf of the VPs
• People Forms:
  Create People Forms on behalf of the VPs for all staff changes/terminations
• Invoice Management:
  Create requisitions and receive invoices in JDE for invoice payment on behalf of the VPs for high‑level service agreements
• Procurement Liaison:
  Liaise with Procurement to ensure proper signed documentation prior to JDE requisitions and proactively ensure purchase orders are issued prior to work commencement
• Expense Reports:
  Prepare and submit timely expense reports on behalf of the Vice Presidents
• Event Support:
  Assist with organizing, setup, and take‑down of team events
• Travel Logistics:
  Planning offsites, conferences, booking flights/hotels/transportation and preparing detailed itineraries
• Office Operations:
  Ordering supplies, liaising with vendors and facilities, and ensuring smooth day‑to‑day operations with return to office mandates
• Org Charts:
  Manage and create org charts using PowerPoint or Smart‑Draw
• File Management:
  Create and manage electronic and personal files for the VPs
• Vendor Relations:
  Work with the VPs' external guests and develop good working relationships with vendors and their EAs
• Special Projects:
  Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
• Process Improvement:
  Review current internal processes within your departments, suggest improvements, and implement changes as fitting for the business

• Degree or diploma in Business Administration or related field
• 3 to 5 years’…