Overview: The Corporate Flight Administrator is responsible for coordinating all aspects of corporate aircraft operations to ensure safe, efficient and seamless travel experiences for senior management and other authorized passengers. This role manages flight scheduling, passenger communication, trip logistics, and maintenance coordination in close collaboration with a dedicated aircraft management company, flight crew, and executive staff. Demonstrates exceptional attention to detail, professionalism and discretion while supporting a dynamic travel schedule. Responsibilities:

What you will do:

Coordinates and schedules corporate jet flights in alignment with executive travel needs and company priorities.
Prepares detailed trip itineraries, including passenger manifests, destinations, ground transportation, and lodging arrangements.
Serves as the primary point of contact for flight requests, itinerary changes, and special passenger requirements. Communicates itinerary details and updates to flight crews, passengers and relevant stakeholders in a timely and accurate manner.
Arranges in-flight catering and other passenger amenities, ensuring preferences and service standards are met.
Fields and implements changes to travel plans, responding promptly to schedule adjustments and ensuring smooth execution.
Works closely with aircraft management company to coordinate maintenance schedules, track maintenance records, and ensure the airworthiness of the aircraft. Monitors and tracks operating costs, vendor invoices, and service agreements related to flight operations.
Ensures all travel coordination and documentation adhere to company policies, FAA regulations, and safety standards.
Maintains confidential files and records, including employee information and communication records.
Maintains up-to-date knowledge of aviation industry best practices, safety standards, and regulatory requirements.
Performs other duties as assigned.
Complies with all policies and standards.

Qualifications:

Associate's Degree in aviation management, business administration or related field or commensurate selection criteria experience. - Required
Demonstrated experience in corporate aviation, executive travel coordination, flight operations administration, or relevant office administration. - Required
Strong knowledge of aviation scheduling systems and flight planning software. - Preferred
Demonstrated ability to manage complex schedules and logistics under time-sensitive conditions. - Required
Excellent verbal and written communication skills, with a high degree of professionalism and discretion. - Required
Strong organizational skills and meticulous attention to detail. - Required
Proven ability to collaborate effectively with pilots, executives, vendors and maintenance personnel. - Preferred
Demonstrated ability to handle unexpected changes, resolve conflicts, and make informed decisions, especially in time-sensitive situations. - Required
Customer service orientation with the ability to anticipate and fulfill passenger needs. - Required
Familiarity with FAA regulations and corporate flight department operations preferred. - Preferred
Proficiency in Microsoft Office Suite and other business communication tools. - Required
Demonstrated ability to maintain confidentiality. - Required

Work Setting/Position Demands:

Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
Performs substantial movement of wrists, hands, and fingers for continuous computer work.
Extended hours required during peak workloads or special projects/events.
Associate must be able to travel via airplane
Associate must be able to travel via car
Routine and/or extended after hours work needed

Travel Requirements:

5% travel Occasional travel may be required to support offsite meetings/conferences.

Western & Southern Financial Group

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Corporate Flight Administrator