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Executive Admin/Corporate Aviation Coordinator

Pleasanton, CA 94588

Posted: 06/11/2024 Job Category: Other Job Number: 19238

Job Description

Corporate Aviation Coordinator/Executive Assistant 

12 Month W2 contract 

While on a contract you will have access to benefits such as PTO, Paid Holidays, Health Insurance and more! 

Location: Remote

About the role
We are looking for a very detail-oriented Corporate Aviation Coordinator to support the Director of Global Travel, an individual who loves the challenges of corporate aviation, coordinating complex Executive Travel and working closely with cross functional partners. This role will be dedicated to supporting the CEOs office, the Executive Assistants for our Heads of Stores for our brands, and other key executives and Board of Director members, so excellent communication and organization skills, as well as confidence interacting with Executives, are essential.

Day-to-day oversight includes: management of the master jet calendar; reviewing all passenger lists for compliance to the Gap Inc. Risk policy; securing charter aircraft when our aircraft is not available; and overseeing the details of all jet trips to ensure they are accurate, efficient and cost effective.

You will be the key liaison with our jet management company, including our dedicated crew and their executive management team. Responsibilities include planning, overseeing and coordinating all required scheduled (and unscheduled) maintenance work along with our Maintenance Supervisor; discussing options for complicated trips with our Client Aviation Manager.

This role is ideal for someone who is curious and interested in gaining experience in the Corporate Travel space.

In this role, you will:
• Be the point person for the Aviation inbox with a Customer first approach
• Provide elevated customer service support to the CEOs office and other key executives
• Engage with cross functional partners and help coordinate complex C-Suite travel for a quarterly meeting
• Build cross-functional partnerships with Internal Audit, Finance, Security, executive assistants, and external business partners
• Coordinate all corporate jet trips with our external jet management company. Source and secure charter aircraft, as needed. Assist in managing the execution of all aspects of trips with charter aircraft with executive admins. Track charter invoices and ensure payment is processed accurately.
• Track the annual jet budget and forecast
• Train and inform EAs of all policies, and processes and proactively communicate to key users/groups
• Assist with several high-impact and critical projects around private aviation

To be successful in the role, you are:
• Extremely detail oriented with excellent project coordination skills
• Ability to multi-task and problem solve, strong time management and organizational skills
• Resourceful and skilled at anticipating potential challenges/obstacles and finding solutions.
• Exceptional customer service and interpersonal skills and able to develop high-trust relationships
• Team player with the ability to thrive in a fast paced, energetic environment
• Good at working independently - Proactive, and a self-starter
• Curious by nature and a quick learner
• Positive, professional, and calm under pressure
• Flexible on overtime as some week-end hours may be required

This position is ideal for someone who:
• Has work experience in the travel industry
• Has 3+ years in a recent similar role handling airlines and corporate jets - bonus point if you have directly managed a corporate jet before
• Has impeccable email and Chat etiquette

Remote US - All States


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About Pleasanton, CA

Ready to embark on a fulfilling career journey in the vibrant region of Pleasanton, California? This picturesque city nestled in Alameda County offers a unique blend of suburban charm and exceptional growth opportunities for job seekers. Known for its charming downtown area with historic buildings, Pleasanton boasts a thriving arts scene with galleries like Firehouse Arts Center and Bankhead Theater. Indulge in the region's diverse cuisine, explore the scenic trails of Shadow Cliffs Regional Recreation Area, and catch a game of the Oakland Athletics at the nearby RingCentral Coliseum. Embrace the enchanting culture and endless possibilities that Pleasanton has to offer as you explore our curated job listings to find your perfect match. Let's kickstart your career journey in Pleasanton, CA today!