Executive Assistant & Office Administrator

Join Our Team at Wheels Up At Wheels Up, we’re proud to be a global leader in on-demand private aviation. As one of the largest companies in the industry and a strategic partner of Delta Air Lines – we are committed to making private air travel safe, reliable, and enjoyable. With a diverse fleet of owned aircraft plus a global network of trusted charter operators, we offer our customers access to the right aircraft for their needs and the ability to fly on their terms.

And it doesn’t stop at private flights. Wheels Up also provides freight services, safety and security solutions, and managed services to individuals, businesses, government agencies, and more. Regardless of how, when or where you want to fly, our mission is simple; deliver a premium, personalized aviation experience for every customer.

Role Overview: What You’ll Be Doing In this role, the Executive Assistant and Officer Administrator is responsible for providing day-to-day logistical support for our executive leadership while ensuring the smooth day-to-day functioning of the office. The role manages executive calendars, travel, meetings, communications, and special projects while also overseeing office operations, facilities coordination, vendor relationships, and employee workplace support.

Responsibilities Your Key Responsibilities (Essential Functions)

• Executive Support & Calendar Management Provide proactive administrative support to assigned executives, including managing complex calendars, scheduling meetings, coordinating travel arrangements, preparing correspondence, and ensuring leaders are well-prepared for key business activities.
• Office Operations Management Oversee day-to-day office operations to ensure an efficient, professional, and welcoming workplace, including supply management, mail distribution, visitor coordination, and general office administration.
• Meeting & Event Coordination Organize internal meetings, leadership events, employee gatherings, and company functions, including logistics, room reservations, catering, materials preparation, and follow-up actions.
• Facilities & Vendor Coordination Serve as a liaison with building management, vendors, and service providers to support office maintenance, security, badge access, workplace safety, and facility-related needs.
• Communication & Relationship Management Act as a key point of contact for executives, employees, vendors, and visitors, maintaining professionalism, discretion, and strong customer service while fostering positive working relationships across the organization.
• Project & Administrative Coordination Support special projects, track deliverables, maintain records and documentation, and assist with cross-functional initiatives to ensure timely execution of business priorities.
• Workplace Experience Support Help create a positive employee experience by supporting office culture initiatives, onboarding logistics, workspace readiness, and activities that promote a collaborative and engaging work environment.

Qualifications What You Bring to the Table: Education & Certification Requirements We’re looking for someone who has a unique mix of experience, skills, and passion for what we do:

• Minimum of 5-7 years of experience providing executive administrative support, office administration, office management, or a related business operations role.
• Experience supporting senior leaders or executives, including calendar management, travel coordination, and meeting logistics preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to manage multiple priorities, maintain confidentiality, and exercise sound judgment in a fast-paced environment.
• Strong organizational, communication, interpersonal, and customer service skills, with a proactive and solutions-oriented mindset.
• Experience coordinating office operations, facilities, vendors, events, or workplace services is preferred.

The Extras We Value (Preferred Requirements) While not mandatory, here are some additional things that would make you stand out:

• Associate’s degree in Business Administration, Communications, Hospitality, Office Management, or a related field required; Bachelor’s degree preferred.
• Experience supporting C-suite or executive-level leaders.
• Experience working in a hospitality, aviation, professional services, or other client-focused environment prefe…