Executive & Projects Coordinator

About the role

We are seeking a proactive and commercially minded Executive & Projects Coordinator to support senior management across Aviation One and Jet Asia Management.

This is not a traditional Personal Assistant role. The successful candidate will help drive executive-level projects, coordinate deliverables across departments, and prepare high-quality client and management materials. The role requires someone who can take broad direction, independently gather the necessary information and bring assignments close to completion for management's review.

The position supports business development, aircraft-related projects and other confidential initiatives. Day-to-day aircraft and client account management will remain under the Client Services team.

Key responsibilities

• Prepare professional client proposals, presentations, comparison papers, briefing packs and management reports.
• Maintain a central tracker of management projects, deadlines, responsible parties, outstanding matters and next actions.
• Coordinate the timely issuance of proposals, quotations, agreements and other client-requested information.
• Liaise with Operations, CAMO, Engineering, Finance and Client Services to obtain information required by senior management.
• Support aircraft transactions and special projects, including coordinating aircraft comparisons, cost summaries, technical information, PPI schedules, LOIs/APAs and stakeholder meetings.
• Prepare briefing notes and supporting materials ahead of important client, owner and business meetings.
• Record meeting discussions, track agreed actions and follow up with the relevant parties until completion.
• Coordinate selected management meetings, travel arrangements, events and correspondence.
• Support business development opportunities, company initiatives and other confidential projects.
• Handle sensitive commercial and client information with appropriate discretion.

About you

• Approximately 3–6 years of relevant experience in executive or personal assistant support, project coordination, consulting, aviation, banking, family office or another client-facing professional environment.
• Strong PA and executive-support capabilities, including diary management, meeting coordination, travel arrangements, correspondence, document preparation and follow-up of action items.
• Highly organised and able to anticipate the needs and priorities of senior management.
• Proactive and resourceful, with the ability to take broad instructions, work independently and follow matters through to completion.
• Able to manage multiple projects, changing priorities and tight deadlines with close attention to detail.
• Strong commercial awareness and confidence when communicating with senior clients, business partners and internal stakeholders.
• Excellent written and spoken English.
• Advanced PowerPoint, Excel and document-formatting skills.
• Able to turn raw information and management direction into polished proposals, presentations, reports and briefing materials.
• High level of discretion, integrity and sound judgement when handling confidential business and personal matters.