Administrative Assistant

This is a dynamic, multi-faceted position ideal for someone who enjoys variety, thrives in a fast-paced environment, and takes pride in keeping things organized. The successful candidate will oversee office administration, manage transaction paperwork, coordinate marketing and social media efforts, and assist with planning and executing aviation events across the country.

Key Responsibilities

Reception & Office Management

• Serve as the first point of contact for clients, vendors, and visitors
• Answer and route incoming phone calls and emails
• Maintain office organization and supplies
• Schedule meetings, appointments, and travel arrangements
• Support company leadership with administrative tasks

Contract Administration

• Prepare listing agreements, purchase agreements, and transaction documents
• Coordinate signatures through electronic signature platforms
• Track contract deadlines, escrow milestones, and closing requirements
• Maintain accurate client and aircraft records
• Assist with transaction coordination between buyers, sellers, lenders, and title companies

Social Media & Marketing

• Create and schedule content for Instagram, Facebook, LinkedIn, and YouTube
• Assist with aircraft listing marketing campaigns
• Coordinate photography, video, and digital marketing assets
• Monitor social media engagement and inquiries
• Help maintain website content and company databases

Event Planning & Coordination

• Assist in planning and executing US Aircraft Expo events nationwide
• Coordinate exhibitor registrations and logistics
• Manage event materials, signage, and attendee communications
• Coordinate hotel, catering, transportation, and vendor arrangements
• Travel periodically to support events and trade shows

Qualifications

• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Professional appearance and customer service mindset
• Proficiency with Microsoft Office and Google Workspace
• Experience with CRM systems, social media platforms, and electronic document management
• Ability to prioritize and meet deadlines independently
• Aviation industry experience is a plus but not required

Preferred Qualifications

• Event planning experience
• Contract administration experience
• Marketing or social media management experience
• Knowledge of aviation or luxury sales environments
• Experience with Canva, Adobe Creative Suite, or similar marketing tools

Compensation & Benefits

• Competitive salary
• Performance-based bonus opportunities
• Paid vacation and holidays
• Travel opportunities throughout the United States