Description

In this role, you will support the VP of Business Operations by managing their calendar, coordinating travel, and preparing meeting materials. Daily responsibilities include handling communications, organizing events, and ensuring smooth operations within the office.

Requirements

• •Discretion and professionalism
• •Integrity and tact in handling confidential information
• •Calm, polished, and professional demeanor
• •Proactivity and foresight
• •Anticipation of needs
• •Ability to spot conflicts and details
• •Emotional intelligence
• •Ability to read people and situations
• •Adaptability in communication styles
• •Stabilizing presence in high-pressure environments
• •Organization and attention to detail
• •Multitasking without losing accuracy
• •Efficiency and tidiness in systems
• •Strong communication skills
• •Clear and confident communicator
• •Diplomatic management of upward and peer communication
• •Fluency in English (minimum B2)
• •Resilience and adaptability
• •Thriving in fast-paced environments
• •Composure and creativity in last-minute changes
• •Experience in aviation or luxury travel/tourism
• •Strategic mindset
• •Understanding of company objectives
• •Judgment and insight in administrative support
• •Positive, service-oriented attitude
• •Humility, reliability, and helpful mindset
• •Satisfaction in making others effective
• •English language proficiency
• •Fluency in multiple European languages
• •Advanced proficiency in Microsoft suite
• •Understanding of corporate governance
• •Experience supporting C-suite executives
• •Proficiency in MS Office suite
• •Right to live and work in Austria
• •1-2 years of experience

Tasks

• •Manage the VP’s daily calendar and appointments
• •Arrange travel logistics for the VP
• •Prioritize meetings, emails, and communications
• •Prepare meeting materials, presentations, and reports
• •Take detailed meeting minutes and follow up on action items
• •Brief the VP before each meeting or engagement
• •Serve as a liaison between the VP and internal/external contacts
• •Draft, review, and proofread emails and correspondence
• •Maintain confidentiality while ensuring smooth information flow
• •Handle sensitive matters with discretion and diplomacy
• •Assist in project management by tracking deadlines and deliverables
• •Support the VP in various tasks as needed
• •Research and compile data for strategic decisions and presentations
• •Anticipate needs and identify potential issues or opportunities
• •Plan and execute internal events, meetings, and offsites
• •Coordinate logistics for venues, catering, technology, and materials
• •Represent the VP’s office at corporate events and cross-departmental meetings
• •Implement and optimize organizational systems and workflows
• •Manage confidential files and digital documentation

Tools & Technologies

Benefits