Assistant Vice President of Business Operations

Job description

Executive Support and Coordination

• Manage the VP's daily calendar, appointments, and travel arrangements.
• Serve as a gatekeeper, prioritizing meetings, emails, and communications.
• Prepare and organize meeting materials, presentations, and reports.
• Take detailed meeting minutes and follow up on action items.
• Ensure the VP is fully briefed before each meeting or engagement.

Communication and Liaison

• Act as a bridge between the VP and internal/external people.
• Draft, review, and proofread emails, correspondence.
• Maintain confidentiality while ensuring smooth information flow.
• Handle sensitive matters with discretion and diplomacy.

Strategic and Administrative Support

• Assist in project management, tracking deadlines and deliverables.
• Support the VP in any aspect.
• Research and compile data for strategic decisions and presentations.
• Anticipate needs and proactively identify potential issues or opportunities.

Event and Meeting Management

• Plan and execute internal events, meetings, and offsites.
• Coordinate logistics such as venues, catering, technology, materials, and guests.
• Represent the VP's office in corporate events or cross-departmental meetings.

Operational Excellence

• Implement and optimize organizational systems and workflows.
• Manage confidential files, digital documentation, and recordkeeping.
• Support alignment between the VP's objectives and departmental activities.

Qualifications

Discretion and Professionalism

• Handles confidential information with integrity and tact.
• Maintains a calm, polished, and professional demeanor in all situations.

Proactivity and Foresight

• Anticipates needs before they arise.
• Thinks several steps ahead to spot conflicts, bottlenecks, or missed details.

Emotional Intelligence (EQ)

• Reads people and situations well.
• Adapts communication styles depending on the VP's mood, urgency, and context.
• Acts as a stabilizing presence in high-pressure environments.

Organization and Attention to Detail

• Excellent at multitasking without losing accuracy.
• Keeps systems efficient, tidy, and traceable.

Strong Communication Skills

• Clear, concise, and confident communicator, both written and verbal.
• Diplomatically manages upward (to the VP) and across (to peers and teams).
• Fluent in English to a minimum of B2 (ICAO Level 5) standard.

Resilience and Adaptability

• Thrives in fast-paced, constantly shifting priorities.
• Handles last-minute changes with composure and creativity.
• Previous experience in the field of aviation and/or luxury travel/tourism is a plus.

Strategic Mindset

• Understands the bigger picture of the company and the VP's objectives.
• Provides not just administrative support but also judgment and insight when appropriate.

Positive, Service-Oriented Attitude

• Displays humility, reliability, and a helpful mindset.
• Finds satisfaction in making others more effective and efficient.
• English language proficiency.
• Fluency in multiple European languages is a plus.
• Advanced proficiency in necessary tools (Microsoft suite).
• Understanding of corporate governance and executive communication.
• Experience supporting C-suite or board-level executives.
• Proficient in MS Office suite and comfortable learning new systems.
• Must have the right to live and work in Austria.

What we provide

• Exclusive benefit: unlimited & free empty leg flights on our GlobeAir fleet to employees and their family. 
• Attractive salary: annual gross salary starting from € 35.000, - (full time; compensation negotiable according to experience)
• Relocation package: 4 weeks accommodation in hotel of our choosing (if you live more than 100km from our headquarters and need to relocate to Linz area). 
• Company culture: open and respectful corporate culture characterized by a refreshing team spirit
• Professional development: an exciting and challenging task for ambitious business aviation enthusiast 
• Monthly contribution toward 'Klimaticket' 
• A secure job in a successful, internationally active company
• English corporate language with an international environment and a multi-cultural team 
• Free parking available on-site and access to public transportation within walking distance. 
• Permanent position, full time position (Monday – Friday) 
• Long-term perspectives and participation in a successful, innovative and international company

Contact information

Sasha Huntley-Smith

GlobeAir AG
Polytec-Straße 1
4063 Hörsching
Austria
Phone:

About us

Be part of our continuing growth story Founded in 2007, GlobeAir is built on the company value of "Passion into Profession" and approaches every situation with customer experience in mind. As a multicultural company with over 160 employees from over 29 countries, we are constantly setting the benchmark in private jet charter services all around Europe and shape connectivity. Diversity promotes innovation, and our team comprises of individuals with a wide variety of backgrounds, and expertise driving cultural vibrancy. We are committed to the health and well-being of our team, which is why we offer a wide range of benefits, from free snacks and drinks to sports and wellness activities. At GlobeAir, we inspire imagination, build communities, connect people and create change.

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