Why start your new career with flyExclusive:   

FlyExclusive is a dynamic and growing company with a strong commitment to safety, service, and excellence. As a member of our team, you will have the opportunity to work with state-of-the-art aircraft and advanced technologies, providing you with valuable experience and career development opportunities. We offer a competitive salary and benefits package, as well as a supportive and collaborative work environment. Join us at flyExclusive and take your career to new heights!  

 Summary and Objective   

This position delivers high-level administrative support to executives, demanding strong organizational skills, discretion, and confidentiality. Key responsibilities include scheduling, coordinating meetings, and managing detailed records. Ideal candidates should have paralegal-like experience, with demonstrated expertise in handling confidential information, preparing legal contract agreements, scheduling board meetings, keeping executives on schedule, and recording official meeting minutes accurately. 

Essential functions  

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.  

• Manage and protect highly confidential information with the utmost discretion, ensuring sensitive matters are handled securely. 

• Assist the General Counsel with the preparation, review, and finalization of legal contracts, specifically focusing on jet club and fractional ownership agreements. This includes tracking document signatures, maintaining organized records of contract stages, and ensuring all agreements are fully executed and compliant with company standards. 

• Prepare and manage executive communications by screening and directing calls, drafting and responding to emails, and professionally liaising with clients and stakeholders. 

• Accurately record, document, and distribute official meeting minutes in a timely manner, capturing key details and action items. 

• Set up conference rooms for meetings, welcome guests, and ensure the room is restored to order after events. 

• Schedule and facilitate board member and executive meetings, including venue selection, agenda preparation, and distribution of relevant materials. 

• Keep executives organized and punctual, proactively managing schedules, reminders, and priority tasks. 

• Organize travel logistics for executives, including accommodations and itineraries, and efficiently handle any necessary travel adjustments. 

• Prepare expense reports and perform data entry, assisting with financial record-keeping and analysis as needed. 

• Compile and prepare materials for meetings, coordinating arrivals and accommodation for guests as required. 

• Prepare and distribute internal and external documents for executive management and maintain an organized filing system for both paper and electronic documents. 

• Consistently exercise discretion, confidentiality, and sound business judgment in all interactions and assignments. 

• Demonstrate exemplary attendance and punctuality, contributing to a dependable and stable work environment. 

• Project a friendly and professional demeanor as a representative of the President and an ambassador for the company. 

• Ensure all tasks and assignments are completed accurately, on time, and with attention to detail. 

• Oversee office supplies and equipment, ensuring availability and functionality to support daily operations. 

• Edit and proofread documents to maintain high standards of grammar, spelling, syntax, and style, utilizing meticulous attention to detail. 

• Assist with special administrative projects and provide support on overflow tasks from other executive management as needed. 

• Office Support Services: Coordinate office support services, including overseeing purchasing processes and selecting vendors to meet executive management needs.  

Skills and Abilities:  

• Being a self-starter who is highly motivated with strong initiative  

• Interpersonal skills with an emphasis on strong communication skills in both oral and written forms  

• Understanding and maintaining high level of confidentiality at all times while communicating with professionalism in and outside of company  

• A resourceful self-starter   

• Ability to juggle in support of the President, who is fast moving, quick thinking, actively meeting and preparing for presentations, events, and travel  

• Strong organizational, project management, and problem-solving skills with multi-tasking abilities  

• Understanding of legal terminology and principles, particularly related to contract law. 

• Strong organizational skills for managing contract timelines, tracking signatures, and ensuring compliance with deadlines. 

• Ability to maintain confidentiality and handle sensitive legal documents with discretion. 

• Taking initiative on upcoming tasks, assignments, and projects; undertake the action items to launch and coordinate through completion  

• Flexibility   

• Excellent communication skills  

• Project coordination skills  

• Proven ability to handle confidential information with discretion  

• Be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response  

 Competencies  

• Proficiency in legal software, contract management systems, and Microsoft Office (Outlook, Word, Excel, PowerPoint). 

• Skilled in document tracking, electronic filing systems, and Adobe Acrobat for handling contract documentation and signatures. 

Supervisory responsibilities  

• No direct supervisory responsibilities   

 Work environment  

• Typical office and computer lab environment with frequent interruptions.  

• Exposure to loud noises including but not limited to airplane machinery and jet engines.  

• Position is located on-site at KISO.  

 Physical demands  

• Ability to see and hear clearly   

• Ability to read, comprehend, and speak English clearly   

• Ability to sit, stand, and walk for extended periods   

• Ability to regularly lift/move up to 30 pounds   

 Travel required  

• The ability to travel nationally if needed with the C-Suite Board

 Dress Code and Uniform  

• Well-groomed appearance  

• Adherence to department dress code  

EEO statement   

flyExclusive does not discriminate based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity.   

Other duties  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.   

Required education and experience  

• Bachelor’s degree in Paralegal Studies, Legal Studies, or a related field, or equivalent work experience. 

• 2+ years of experience as a paralegal or legal assistant, ideally within corporate or contract law. 

• Familiarity with drafting, reviewing, and managing legal contracts, with experience in aviation or corporate agreements being an advantage. 

• Experienced and committed to maintaining confidentiality and securing sensitive information, especially when dealing with client contracts. 

• Advanced skills in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat. 

• Intermediate accounting abilities  

• Availability and commitment to service, including some weekends and/or after hours, on occasion, to check and respond to emails and travel arrangements in support of the President.  

• Must be authorized to work lawfully in the United States, must provide two forms of Federal Identification.  

• Candidates must successfully complete a comprehensive background check prior to employment. This includes verification of previous employment, education, criminal history, and any other relevant information necessary to determine the suitability for the position.  

Preferred education and experience  

• Prior experience in paralegal or legal support roles is preferred. 

• Prior experience supporting General Counsel or executive-level legal functions. 

• Experience with fractional ownership agreements, membership programs, or similar contractual structures.