Executive Assistant & Office Administrator

Overview:

Join Our Team at Wheels Up

At Wheels Up, we're proud to be a global leader in on-demand private aviation. As one of the largest companies in the industry and a strategic partner of Delta Air Lines – we are committed to making private air travel safe, reliable, and enjoyable. With a diverse fleet of owned aircraft plus a global network of trusted charter operators, we offer our customers access to the right aircraft for their needs and the ability to fly on their terms.

 

And it doesn’t stop at private flights. Wheels Up also provides freight services, safety and security solutions, and managed services to individuals, businesses, government agencies, and more. Regardless of how, when or where you want to fly, our mission is simple; deliver a premium, personalized aviation experience for every customer.

 

Role Overview: What You’ll Be Doing

In this role, the Executive Assistant and Officer Administrator is responsible for providing day-to-day logistical support for our executive leadership while ensuring the smooth day-to-day functioning of the office. The role manages executive calendars, travel, meetings, communications, and special projects while also overseeing office operations, facilities coordination, vendor relationships, and employee workplace support.

Responsibilities:

Your Key Responsibilities (Essential Functions)

• Executive Support & Calendar Management
  Provide proactive administrative support to assigned executives, including managing complex calendars, scheduling meetings, coordinating travel arrangements, preparing correspondence, and ensuring leaders are well-prepared for key business activities.
• Office Operations Management
  Oversee day-to-day office operations to ensure an efficient, professional, and welcoming workplace, including supply management, mail distribution, visitor coordination, and general office administration.
• Meeting & Event Coordination
  Organize internal meetings, leadership events, employee gatherings, and company functions, including logistics, room reservations, catering, materials preparation, and follow-up actions.
• Facilities & Vendor Coordination
  Serve as a liaison with building management, vendors, and service providers to support office maintenance, security, badge access, workplace safety, and facility-related needs.
• Communication & Relationship Management
  Act as a key point of contact for executives, employees, vendors, and visitors, maintaining professionalism, discretion, and strong customer service while fostering positive working relationships across the organization.
• Project & Administrative Coordination
  Support special projects, track deliverables, maintain records and documentation, and assist with cross-functional initiatives to ensure timely execution of business priorities.
• Workplace Experience Support
  Help create a positive employee experience by supporting office culture initiatives, onboarding logistics, workspace readiness, and activities that promote a collaborative and engaging work environment.

Qualifications:

What You Bring to the Table: Education & Certification Requirements

We’re looking for someone who has a unique mix of experience, skills, and passion for what we do:

• Minimum of 5-7 years of experience providing executive administrative support, office administration, office management, or a related business operations role.
• Experience supporting senior leaders or executives, including calendar management, travel coordination, and meeting logistics preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to manage multiple priorities, maintain confidentiality, and exercise sound judgment in a fast-paced environment.
• Strong organizational, communication, interpersonal, and customer service skills, with a proactive and solutions-oriented mindset.
• Experience coordinating office operations, facilities, vendors, events, or workplace services is preferred.

The Extras We Value (Preferred Requirements)

While not mandatory, here are some additional things that would make you stand out:

• Associate’s degree in Business Administration, Communications, Hospitality, Office Management, or a related field required; Bachelor’s degree preferred.
• Experience supporting C-suite or executive-level leaders.
• Experience working in a hospitality, aviation, professional services, or other client-focused environment preferred.
• Ability to work independently while building strong collaborative relationships across all levels of the organization.

Physical Requirements

We want to make sure you’re fully equipped for success. Here’s a look at any physical requirements needed for this role:

• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing, writing, and operating office equipment
• Ability to speak and hear clearly in person and via phone or video
• Ability to occasionally stand, walk, bend, or reach
• Ability to lift and move up to 10 to 25 pounds occasionally, such as files or office supplies
• Close vision and ability to adjust focus for computer screens and documents

What We Offer:

Salary Range & Benefits

At Wheels Up, we believe in fair compensation based on experience, skills, and qualifications. The yearly compensation for this role ranges from $89,939 to $105,810, depending on a variety of factors. We don’t typically start individuals at the top of the salary range; your place within the range is based on what you bring to the table. Additionally, you may be eligible for a discretionary annual incentive program, which rewards individual and organizational performance.

 

We also offer a range of benefits designed to support your well-being and personal life, including:

• Tuition Reimbursement
• Competitive 401(k)
• Comprehensive Medical, Dental, and Vision Insurance
• Complimentary access to mental health and wellness counseling through Spring Health
• Financial planning assistance
• A variety of additional programs and services in support of your total well-being

Everyone is welcome here

Each of us is unique, and that’s what makes us amazing. We believe there’s power in bringing people with different backgrounds, points of view and life experiences together. So, bring yourself and your best ideas.

 

Wheels Up is committed to a policy of equal employment opportunity for applicants and employees. It is our policy to apply recruiting, hiring, training, promotion, compensation and professional development practices and make all other employment decisions without regard to actual or perceived race, color, religion, sex, national origin, age, disability, pregnancy status, genetic information, or any other characteristic protected by federal, state or local laws, regulations or ordinances.

 

Because when we feel safe and comfortable being ourselves, there’s no limit to what we can achieve.

 

Need Accommodations?

If you have a disability or are a disabled veteran and need assistance with applying, please reach out to us at hr@wheelsup.com. Simply include “Accommodation Request” in the subject line so we can quickly address your needs.

 

We look forward to learning more about you and how you can contribute to the Wheels Up journey!