Executive Assistant and Operations Coordinator

Company: Kubick Aviation Services

Reports to: Chief Operating Officer

Location: Proposed full-time, primarily on-site role in Kingsford, Michigan

Position overview

This position serves as the central coordination point for the CEO and COO, helping leadership turn priorities, conversations, and decisions into organized action. The role reports directly to the COO, supports both executives, and coordinates competing priorities through the COO. It combines executive administration, project follow-through, HR process coordination, and management of recurring business deadlines.

The successful candidate will independently manage assignments, anticipate deadlines, prepare concise executive briefings, communicate clearly, and protect confidential information. This is an ongoing position designed to strengthen daily operations and allow leadership to spend more time on management, growth, and company priorities.

Core responsibilities

Executive administration and follow-through

• Manage calendars, meeting logistics, and a running CEO and COO agenda, following priorities established by the COO.
• Triage assigned inboxes, draft routine responses in the appropriate executive's voice, route questions, and track unanswered requests and pending decisions.
• Turn brief instructions and verbal conversations into written recaps, organized assignments, and completed work.
• Build meeting agendas, gather information in advance, record decisions and leadership-approved assignments, and check completion before the next meeting.
• Maintain project plans, owners, deadlines, and documents, and provide concise weekly updates on progress, delays, risks, and decisions needed.
• Prepare executive briefings that clearly separate general information, developing risks, decisions needed, and urgent matters requiring escalation.

Operations and business continuity

• Capture informal requests and decisions, gather context, and keep affected leaders informed of action items and operational implications.
• Coordinate assigned operational projects and improve checklists, shared files, and workflows so work remains visible and moves to completion.
• Apply established escalation guidelines when an executive is traveling, unavailable, or on leave, ensuring material issues are communicated promptly while routine matters remain with the appropriate owner.
• Maintain project records, decision logs, and briefing materials so work continues during executive absences and transitions back smoothly upon return.

HR and employee process coordination

• Coordinate recruiting logistics, applicants, interviews, approved offer letters, background checks, new-hire paperwork, onboarding, and offboarding checklists.
• Track benefits eligibility, census information, enrollment deadlines, employee files, policy acknowledgments, PTO and attendance records, review schedules, training, and certification records.
• Answer routine procedural questions using established policies and resources. Escalate employee complaints, policy exceptions, performance concerns, compensation matters, accommodations, leave issues, and other sensitive matters to the COO or designated leadership.
• Prepare staff communications and document drafts, and maintain templates, current versions, signature packets, renewals, and expiration tracking.
• Support and monitor follow-through on leadership-approved assignments without assuming responsibilities assigned to department managers.

Required qualifications and capabilities

• At least three years of progressively responsible experience in executive assistance, operations coordination, project coordination, or a comparable role requiring independent ownership and regular support of senior leadership.
• Strong written and verbal communication, professional judgment, and tact with employees, customers, managers, and outside partners.
• Ability to prioritize competing requests, manage deadlines, and complete accurate work without repeated reminders.
• Demonstrated discretion, neutrality, and sound professional boundaries when handling confidential employee, financial, legal, ownership, and business information.
• Ability to accept a partially defined assignment, identify the information needed, ask focused questions, recommend next steps, and carry the work through to completion with limited supervision.
• Comfort with Microsoft 365, email, calendars, shared files, spreadsheets, and task-tracking systems, with the ability to learn unfamiliar systems quickly.
• Dependable availability for a primarily on-site role and flexibility as business priorities change. Limited remote flexibility may be considered after successful onboarding based on business needs and demonstrated performance.

Preferred experience

• Experience supporting senior executives and coordinating work across departments.
• Familiarity with employee administration, HR processes, or recurring processes involving confidential records and deadlines.
• Experience coordinating projects, maintaining process documentation, or working with outside service providers.
• Experience in aviation or another operational or regulated business.

An HR degree or certification is not required. Candidates must be willing to learn and take ownership of assigned employee processes while using established procedures and leadership or outside support when needed.

What success looks like

• Executives receive material issues early and in an organized form without being unnecessarily pulled into routine administrative or employee matters.
• Delegated work is completed accurately and on time without repeated reminders from the CEO or COO.
• Routine questions reach the appropriate owner, while exceptions and sensitive matters are escalated appropriately.
• Projects and recurring processes have visible owners, deadlines, decision records, and reliable documentation.
• Executive absences do not result in lost information, stalled administrative work, or unnecessary interruptions.
• Confidential information remains protected and professional boundaries are consistently maintained.

Working relationships and authority

The position reports directly to the COO and supports both the CEO and COO. The COO establishes overall priorities and resolves competing requests. The Executive Assistant may receive assignments directly from either executive but maintains visibility of those assignments through a shared executive task and priority system.

The position coordinates execution and follows up on leadership-approved assignments. It does not independently establish company policy, direct department leaders, make hiring or termination decisions, determine compensation, approve material spending, resolve sensitive employee matters, or commit the company without specifically delegated authority.

Managers remain responsible for employee performance, scheduling, departmental communication, technical oversight, and completion of work within their functions.

Position details

• Full-time, primarily on-site position in Kingsford, Michigan.
• Occasional travel to company locations, meetings, or training may be required.
• Benefits and paid time off are provided in accordance with company policies.
• Competitive compensation package commensurate with the applicant's experience.

Work Location: In person