Executive Assistant to Founder (Operations & Event Coordination)
At FL3XX, we solve the biggest problems in business aviation: How to save time in your daily workflow.
We do this with a global team of aviation enthusiasts made up of aerospace engineers, aviation software designers and platform developers supported by product, sales and marketing specialists.
We are on a mission to enable a world where anyone can fly anywhere on short notice. We therefore automate and optimize the entire process, thus enabling you to make quick and informed decisions.
Job Description
This is a remote position.
Type: Part‑time (approx. 10–20 hrs/week, with flexibility around travel/events)
Start: As soon as possible
The Role
We’re looking for a highly organized, proactive part‑time Executive Assistant to support the Founder of FL3XX and the events that the company attends as a exhibitor. This role is equal parts gatekeeper, travel/agenda owner, and structured operator — someone who can filter noise, drive follow‑ups, and ensure the Founder is consistently prepared for meetings, travel, and speaking engagements.
This is not a traditional “secretarial” role. You’ll be the person who brings clarity, structure, and momentum — and who can confidently coordinate across internal teams (especially Marketing) while keeping the Founder focused on priorities.
What you’ll own
* Own the Founder’s calendar hygiene: scheduling, rescheduling, prioritization, and conflict resolution
* Plan and coordinate travel end-to-end: flights, hotels, ground transport, meeting logistics
* Build clear itineraries and ensure everything is confirmed well in advance
* Keep track of time zones, buffers, and travel realities
Speaking engagements & events support
* Coordinate end-to-end execution of mid‑sized company events in cooperation with Marketing, Sales and Product teams
* Manage agendas and prep for speaking engagements (briefs, key points, logistics, required materials). Ensure the Founder is equipped: where to be, when, who’s there, what matters, and what the goal is
* Track deliverables and deadlines across stakeholders (internal and external). Maintain event master calendar, track status of multiple parallel event workstreams
* Help ensure professional execution and good participant experience across all FL3XX events
Communication filter & follow-through
* Act as the buffer between the Founder and the operational team: triage inbound requests, clarify priorities, drive outcomes
* Translate “quick asks” into structured tasks with owners, deadlines, and clear next steps
* Follow up until things are done (without being afraid to nudge hard when needed)
Light project management & structure
* Set up and maintain lightweight, clear execution systems for recurring workflows
* Organize and keep information easy to find and up to date
* Use tools like Asana, Google Suite, Notion, and Slack to keep everyone aligned
What success looks like (first 60–90 days)
* The Founder’s calendar becomes calmer, clearer, and more intentional
* Travel and events run smoothly with fewer last‑minute surprises
* Internal teams know what’s needed and by when, with less back‑and‑forth
* Speaking engagements feel “handled”: prep ready early, materials in place, logistics locked
Requirements
What we’re looking for
* Exceptionally strong organization and prioritization skills
* Thick‑skinned, practical, and able to handle urgency without stress spirals
* Gets things done: you follow through, close loops, and don’t drop details
* Confident communicator who can push back professionally and keep boundaries
* Comfortable working with a fast‑moving Founder and shifting priorities
* Strong tool fluency
* Experience supporting an executive/founder, operations lead, project lead, or similar coordination‑heavy role is a big plus
* A smart, fun, international and motivated team to work with.
* The opportunity to work with an industry‑leading platform that powers business aviation operations worldwide.
* Flexible working arrangements: remote or based in Vienna – we have an office in Vienna waiting for you!
* A supportive team and an innovative, fast‑paced work environment.
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