EA & Office Manager in Farnborough

Position Summary

The Executive Assistant/Office Manager is a unique opportunity to join a leading private aviation company in a role that can have a direct impact on our business development. The role is a strong reliable support to the Chief Operating Officer of Flexjet and an experienced host to owners and guests occasionally visiting the Farnborough office for appointments, ensuring our office standards are maintained at the highest level.

In this role, you will coordinate communications for internal employees, external partners and customers, apply the highest standards, and keep a relentless focus on details.

Duties & Responsibilities

• Collaborate with the COO to organise the monthly communication calendar, create presentations, and assist with coordinating upcoming events.
• Provide administrative support with expenses, mailing management, travel booking, and diary management.
• Coordinate meetings with attendees, plan rooms, issue follow-up notes and action items to the relevant distribution list.
• Act as first point of contact for general queries, providing effective assistance by following directly where possible or asking relevant internal contacts to take over.
• Assist the COO with various ad-hoc requirements in direct relation with the executives’ goals and missions.

Office Management

• Ensure the Farnborough facility has up-to-date maintenance contracts, that all equipment is working, and that the general presentation of the office remains at high standards.
• Co‑ordinate the appropriate processes with all staff to ensure phone lines are consistently answered promptly with the right welcoming standards and that visitors are welcomed with the correct protocol.
• Manage office supply stocks.
• Ensure that all mails, invoices and postage are opened and channeled to the relevant departments.
• Support with general internal and external events organisation (employee parties, prospect events etc.).

FBO Facilities Management

• Assist with the FBO facilities to ensure lounges, offices and equipment meet UK aviation and airport standards.
• Maintain compliance with CAA regulations, fire safety, environmental obligations and health & safety legislation.
• Manage relationships with third‑party vendors and suppliers, ensuring high‑quality service, timely delivery and contract compliance.

Education & Experience

• GCSE or equivalent required; some college preferred.
• Previous administrative experience required.
• Prior executive assistant experience strongly required.

Required Skills & Qualifications

• Enthusiastic coordination, multitasking, natural enthusiasm for people, and impeccable communication skills, both written and oral.
• Adaptability and flexibility are vital to the success of this role.
• Great attention to detail and focus to ensure that our brand is always represented with the highest standards.
• Positive mindset, always willing to help and wanting to make an impact.
• Calm under pressure and confident working in a dynamic, fast‑paced atmosphere.
• Interface well with all departments within the company and represent the executive in a highly professional manner.
• Self‑motivated, exercising initiative, lead by example, actively contributes to team successes.
• Demonstrated judgement of planning, prioritising and organising diversified workloads.
• Proficient with MS Office products including Word, Excel, Access, PowerPoint and Outlook.
• Maintain the highest level of confidentiality and handle sensitive material concerning the organisation and the executive’s role.
• Exceptional attention to detail with a focus on grammar, punctuation and spelling.

Physical Requirements

• Time sitting and typing/keyboarding using a computer (keyboard, mouse and monitor) along with various office equipment.
• Walking, carrying, reaching, standing and stooping.
• Occasional lifting or pulling up to 25 pounds.

Specification / Schedule

• Legal ability to work in the United Kingdom.
• Starting ASAP.
• Competitive salary and benefits scheme.
• Ability to work after hours and weekends if needed.