Executive Assistant

Overview

Wheels Up is a leading aviation company that connects fliers to private aircraft—and one another—to deliver exceptional, personalized experiences. With the Wheels Up App, anyone can search, book, and fly on private aircraft from the world’s largest marketplace of safety-vetted and verified planes, totaling over 1,500, whenever they have a travel need. It’s as easy as booking an Uber or an Airbnb. Our fleet includes 300+ owned and managed aircraft as well as 1,250+ approved partner aircraft, comprising King Air 350i and Light, Midsize, Super-Mid, and Large-Cabin Jets.

We also offer Connect, Core, and Business Membership options that provide guaranteed aircraft access and pricing, along with exclusive events and a suite of lifestyle, hospitality, travel, and retail benefits from preeminent brands. Additionally, our in-house Aircraft Sales and Aircraft Management teams take a tailored approach to serving current and prospective plane owners, meeting all of their brokerage, acquisition, trade, advisory, and/or care and maintenance needs. Wheels Up delivers a comprehensive aviation solution for 10,000+ Members and Customers throughout North America.

In February 2021, Wheels Up entered into a merger agreement with a Special Purpose Acquisition Company (SPAC) called Aspirational Consumer Lifestyle Corp., in order to become a publicly traded company. At that time, Wheels Up was appraised at an enterprise valuation north of $2B. In January 2020, we entered into a groundbreaking partnership with Delta, which involved us combining with Delta Private Jets to expand our fleet and offer guaranteed nationwide coverage—and which has enabled us to provide unparalleled experiences across private and commercial air travel. We also acquired our longtime partner Gama Aviation in March 2020, making us the largest Part 135 operator in the US and one of the largest private aviation operators and aircraft management companies in the world. And in January 2021, we acquired Mountain Aviation, the largest Part 135 operator of Citation X Super-Mid Jets in the US.

These developments, coupled with our previous acquisitions of Avianis, a leading tech company in our space that has accelerated the development of our next-level digital platform, and TMC, the leading light jet charter wholesaler in the US, have made Wheels Up one of the fastest-growing and most innovative private aviation companies in the industry, capable of fulfilling any flight need. 

At Wheels Up, we are realizing our vision of making private flying and the accompanying lifestyle accessible to millions of individuals, families, and businesses in the U.S. and around the world.

Responsibilities

Board Support Responsibility:

The primary responsibility of this role is to support the Wheels Up Board process, including:

• Act as a liaison and provide support to the Board of Directors.
• Arrange and handle all logistics for Board meetings and events: schedule meetings; handle the agendas; develop, compile, and distribute Board presentation materials; support the CLO in working with presenters and key stakeholders to ensure successful meetings and events.
• Maintain records including Board Books, approved Board and Committee minutes, Board resolutions, new Board and Committee Member documents, and annual Board of Directors changes
• Record meeting minutes on behalf of Board Secretary.
• Maintain Corporate Records and ensure compliance with Wheels Up By-Laws.
• Manage the logistics of each Board meeting and the annual Board Retreat, including Board travel, lodging, meals and meeting space.
• Manage the logistics and coordination of the Board and Committee trainings and professional development as needed.
• Ensure Board content on the Wheels Up website and Board portal is current. Continuously monitor the Board email address and respond appropriately.
• Assist with special Board projects, including the design and production of complex documents and presentations, collect and prepare information for meetings with the Board and outside parties.

Executive Support Responsibility:                           

The secondary responsibility of this role will be to provide Executive Assistant support to the Chief Legal Officer, Chief Financial Officer and Chief People Officer, including:

• Calendar Management: prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Manage travel arrangements and complete T&E reports.
• Welcome guests of the CLO, CFO and CPO who are visiting the NYC HQ office, offering hospitality and support to ensure a smooth and positive visit.

Qualifications

• Prefer a Bachelor's degree and/or a minimum of 5 years of Executive Administrative experience supporting C-Level positions.
• Minimum 3 years of experience supporting a public company Board of Directors.
• Excellent written and verbal communication skills.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Attention to detail and ability to multi-task.
• Ability to work with the highest level of confidentiality.
• High degree of professionalism, interpersonal skills, and follow-through with minimal instruction.
• Tech savvy with advanced computer skills, including a very strong understanding of Microsoft Office, Outlook, PowerPoint, Word, and Excel.
• Experience with online Board Book portals, such as BoardVantage.