Executive Assistant

Job Description:

• The Executive Assistant to the Vice President of Operations provides high ‑level administrative, operational, and project support in a fast ‑paced aviation environment. This role ensures the efficiency and effectiveness of the Operations Division by managing critical communications, coordinating schedules, supporting compliance-related processes, and assisting with initiatives that enhance operational performance and safety. The ideal candidate is detail‑oriented, proactive, and able to work with discretion across all levels of the organization. To apply Click this link: CLICK HERE

Essential Responsibilities:
• Executive Support o Manage and prioritize the Vice President’s calendar, appointments, travel arrangements, and daily workflow. o Prepare, edit, and manage confidential correspondence, reports, presentations, and meeting materials. o Coordinate internal and external meetings, including agenda preparation, logistics, minutes, and follow ‑up actions. o Maintain a comprehensive understanding of operational priorities to anticipate needs and provide proactive support. o Exemplify professionalism, sound judgment, and credibility as an extension of the Office for the Vice President.
• Operations & Aviation Support o Assist with the collection, organization, and tracking of operational data, safety metrics, and compliance documentation. o Coordinate communication between the VP of Operations and department leaders (Maintenance, Flight Operations, Safety, FBO, etc.). o Support operational audits, inspections, and regulatory documentation (FAA, DOT, USFS, DOI, OSHA, etc.) as needed. o Help manage project timelines, deliverables, and communication for operational initiatives, fleet programs, or process improvements.
• Communication & Stakeholder Coordination o Serve as a primary point of contact for internal and external stakeholders on behalf of the VP. o Draft and disseminate clear, professional communications across the Operations Division. o Support coordination with airport authorities, vendors, regulatory agencies, and key aviation partners. o Model a professional presence that builds trust, credibility, and confidence on behalf of the Office for the Vice President. o Interface with key stakeholders as directed, serving as a reliable point of contact to facilitate communication, coordinate priorities, and ensure timely follow-through on requests and initiatives.
• Administrative & Office Management o Organize, maintain, and update departmental files, databases, and document control systems. o Assist with onboarding processes for new operations staff and provide general administrative support to the Operations Leadership Team. o Initiate supportive systems that streamline processes and improve efficiency across workflows. o Other responsibilities as assigned.

Required Qualifications:
Any combination equivalent to the following would provide the required knowledge, skills and abilities needed to qualify.
• 3-5 years of executive-level administrative experience, preferably in aviation, transportation or similarly regulated industry.
• Strong knowledge of administrative workflows, document management, and scheduling for senior leaders.
• Excellent written and verbal communication skills.
• High proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and Adobe PDF.
• Ability to handle confidential and sensitive information with discretion.
• Strong organizational skills with the ability to prioritize and manage multiple tasks.

Desired Qualifications:
• Experience supporting operations, maintenance, flight departments, or safety in an aviation environment.
• Familiarity with FAA regulatory frameworks (Part 91, 135, 137, 145).
• Familiarity with Power BI or other business analytics systems.
• Experience coordinating cross-departmental projects.
• Associate or bachelor’s degree in business administration, aviation management, or related field.
• Commitment to the mission and vision of Neptune Aviation Services Inc. Personal Attributes:
• Professional, polished, and proactive.
• Strong attention to detail and accuracy.
• Able to work independently and exercise sound judgment.
• Comfortable in a dynamic environment with shifting priorities.
• Team-oriented with strong interpersonal skills.

Physical Requirements and Working Conditions:
• Standard office environment with occasional after-hours or weekend work during operational demand.
• Occasional travel to industry events or business meetings.
• Regularly required to stand and walk.
• Required to sit and use computer and various office equipment for extended periods.
• Lift and/or move up to 10lbs and occasionally lift and/or move up to 50lbs.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Additional Information: This job description is not intended to be all – inclusive, and the employee will also perform other reasonably related duties as assigned by immediate supervisor/management to fulfill job function or as deemed necessary. Neptune Aviation Services Inc. reserves the right to revise or change position responsibilities as the need arises. This description does not establish a written or implied contract of employment.

Job Ident #: Executive-Assistant-Position-Description

Company Details

Neptune Aviation Services

4301 Corporate Way
Missoula, Montana 59808 USA
www.neptuneaviation.com

Neptune Aviation operates a Part 145 Repair Station, as well as a Part 135 Charter Service and Part 91 Corporate flight department. Our 145 Repair Station maintains our fleet of aircraft for wild land firefighting, and providing maintenance services...

Benefits:
Health Insurance, Health Savings Account, Vision Insurance, Dental Insurance, 401K

Supported Manufacturers:
Lockheed, British Aerospace, Falcon, King Air, General Aviation (Business Jets, Light Aircraft)

Supported Models:
Lockheed P2V, BAe 146, Shorts Sherpa, Turboprop, Jets, General Aviation

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Job Info

Location

Missoula, Montana, United States

Type

Permanent

Company Details

Neptune Aviation Services

4301 Corporate Way
Missoula, Montana 59808 USA
www.neptuneaviation.com