Executive Assistant

As an Executive Assistant at Whisper Aero, your primary responsibilities will include managing the COO's calendar, coordinating logistics for meetings, organizing materials for speaking engagements, scheduling investor meetings, and drafting important documents. You will be crucial in ensuring day-to-day operations run smoothly, making your role essential in keeping the company's leadership organized and productive.

To excel as an Executive Assistant at Whisper Aero, a bachelor's degree in administrative support or business management is preferred, along with proven experience in managing complex schedules and handling confidential information. You should possess exceptional organizational skills, strong communication abilities, and expertise in using Microsoft Office and project management tools to thrive in this position.

Whisper Aero values the growth of its employees and offers a Professional Development Stipend for Executive Assistants. This funding can be used to enhance your skills and contribute to your career growth, whether it’s through courses, conferences, or other learning opportunities that can aid in your professional journey.

At Whisper Aero, you can expect a vibrant and collaborative work environment filled with innovative thinkers. The pace can be fast, but the team emphasizes support and camaraderie, ensuring you have the resources you need to stay energized and effective, including refreshments and team meals to build community.

As an Executive Assistant, you will enjoy comprehensive benefits at Whisper Aero, including 100% paid medical, dental, and vision for employees, competitive salaries, four weeks of paid time off, and end-of-year bonuses for eligible employees. Additionally, you can take advantage of relocation assistance and a 401(k) plan to support your future.

To prioritize tasks effectively as an Executive Assistant, I assess deadlines, the importance of each task to overall goals, and any urgent requests from the executive. I often create a daily list of tasks ranked by priority, allowing me to stay organized and focused on delivering results promptly.

In my previous positions, I have managed complex executive calendars by coordinating multiple schedules, resource allocation for meetings, and anticipating potential scheduling conflicts. I utilize calendar tools effectively to ensure seamless organization and communication regarding appointments.

I maintain confidentiality by ensuring that sensitive information is only shared with authorized personnel, utilizing secure channels for communication, and being mindful of discussions in public spaces. I am trained to distinguish between information that needs to be kept private and what can be shared publicly.

When faced with last-minute changes to schedules, I remain calm and flexible. I quickly assess the impact, communicate with all parties involved, and make necessary adjustments while keeping the executive informed. My goal is to ensure that meetings and appointments still run smoothly despite any hiccups.

In a previous role, I had to manage multiple competing priorities on a high-stakes day. I effectively juggled scheduling meetings, finalizing presentations, and coordinating visitor logistics by creating a detailed timeline that outlined each task's priority and estimated completion time, ensuring everything was executed seamlessly.

To stay organized in a dynamic work environment, I utilize project management tools and digital calendars to keep track of deadlines, meetings, and tasks. I also use checklists to maintain clarity on my responsibilities, reviewing and adjusting them routinely based on shifting priorities and deadlines.

I am proficient in a range of project management tools such as Atlassian, Trello, and Asana, enabling me to track projects, assign tasks, and monitor progress effectively. These tools help facilitate collaboration and ensure transparency among the team.

My approach to professional communication is to be clear, concise, and courteous. I adapt my tone based on the audience, whether in emails, verbal communication, or presentations. I prioritize transparency while ensuring messages are respectful and maintain a professional demeanor.

I have extensive experience coordinating travel arrangements, including booking flights and accommodations, preparing itineraries, and ensuring all necessary documentation is in order. I always verify details well in advance to minimize any last-minute changes or surprises.

I am drawn to the Executive Assistant position at Whisper Aero because of the company's commitment to innovation in the aviation sector. The opportunity to be part of a team focused on making impactful changes in air travel aligns with my passion for supporting visionary leaders as they drive strategic initiatives forward.