Aviation Startup Executive Assistant

Job Title: Remote Personal Executive Assistant (Part-Time) with a transition to full-time
Starting 2-4 hours a day with transition to extra hours.

Starting: January 14th, 2025 or later

Location: Remote/ Hybrid. This role can either be fully remote or a mix of both remote and in-office work, depending on the company's or employee's preference.

Reports to: President

USA based, a fast growing company specializing in brokering aircraft engines and parts within the commercial aviation sector, is seeking a highly organized, proactive, and detail-oriented Remote or Hybrid Personal Executive Assistant to support President.

This part-time role (approximately 2-4 hours per day) requires a candidate with the following must-have qualifications:

• Strong proficiency in English with excellent grammar and business writing skills.
• Proficiency in Adobe software, Microsoft Office Suite (including PowerPoint and Outlook), and/or editing tools.
• Professionalism
• Business English (strong communication and writing skills)


As a startup with tremendous potential, we offer an exciting and fast-paced work environment, where staying focused and being attentive to details matters. This role is ideal for someone who thrives in a challenging, evolving landscape and is eager to learn the aviation business. You will have the opportunity to work closely with Nina who upholds strong values of integrity, flexibility and collaboration, making this an excellent opportunity for growth within an industry poised for significant expansion.

While experience in aviation is welcomed, it is not required; however, a strong desire to learn this business is essential. The essential training will be provided.

• Administrative & Organizational Support:
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o Gathering the availability of aviation assets on the market from the prospective Sellers using various aerospace trading platforms
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o Support in organization and maintaining digital documentation in folders in Dropbox related to the projects- both- current and potential. (Example: mini packs for engines and aircrafts, documents for parts, parts list from suppliers that are available on the market.
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o Inputting the data into Avsight ERP CRM
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o Professional communications in business English, ensuring accuracy and clarity via email correspondence or text messages when required.
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o Prepare presentations and other marketing materials, help with documentation related to aircraft engines, parts transactions, and client interactions, for example editing and creating contracts, removing commercial owner information on the documents, etc using Microsoft PowerPoint, Word, and Excel.

• Customer Support & Quoting:
o Submitting and manage customer quotes (proposals) for the sale or lease of aircraft engines and parts (templates and training will be provided).
o Maintain customer communication, approaching new leads (prospective Sellers and Buyers), processing Requests for Quote (RFQs), following up on quotes provided prior, ensuring smooth handling of documentation throughout the transaction process.
o Managing and providing an update for open deals to a customers.

• Social Media Management:
o Oversee and update the executive’s LinkedIn and Instagram profile with aviation-related content, including managing connections, posting updates for marketing purposes, and responding to messages.


• Documentation & Folder Management:
o Organize and maintain all business and customer documentation in cloud-based folders (Google Drive, Dropbox, etc.), ensuring information is updated, labeled, and easily accessible.


Skills & Qualifications:

• Experience:
o Minimum of 1 year of experience as an executive/ personal assistant or role holding similar responsibilities (experience in the aviation sector is welcomed but not required).
o Strong experience with Microsoft Office Suite (Excel, Word, PowerPoint) for managing business communications, creating professional presentations, and handling data.

• Technical Skills:
o Proficient in automating and organizing tasks using cloud-based tools (Google Workspace, Microsoft 365).
o Advanced proficiency in Microsoft Excel including formulas (pivot tables, data analysis is a plus) and PowerPoint.
o Excellent organizational skills for managing digital folders, contracts, and aviation-related documentation.
• Attributes:
o Strong desire to learn about the aviation industry and how aircraft engine and parts transactions are conducted.
o Exceptionally organized and detail-oriented, with the ability to manage multiple tasks and priorities remotely.
o Self-starter who can work independently, take initiative, and proactively solve problems.
o Adaptable and technologically savvy, able to learn and implement new tools quickly to enhance productivity.

Salary & Benefits:

• Preferred time frame of working hours 9 AM to 5 PM (Miami time) (up to 4 hours per day) with the ability to work remotely. Can be discussed.
• Opportunities for professional development in the aviation industry, learning complex contracts, transition into a Sales or Purchasing position within the company.
• Access to tools and training to improve technical skills and industry knowledge.
Work Environment:
• Fully remote position with flexibility to manage work in different time zones, depending on the executive’s schedule.
• Requires access to a reliable internet connection and a personal computer with necessary software tools.