Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Range $55,000.00 - $60,000.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional development opportunities
Paid holidays
Disability insurance
Job Description
XSTAR Aviation is a prominent aviation services provider known for its commitment to safety, efficiency, and operational excellence. As a dynamic company operating within fast-paced and high-stakes environments, XSTAR Aviation supports flight operations with a focus on disciplined process management and seamless coordination among personnel. The company thrives on maintaining strict operational standards and fostering a culture of accountability and professionalism. With a diverse team and intricate operational functions, the organization requires skilled professionals who can ensure all administrative and logistical elements are expertly handled to support ongoing flight missions. XSTAR Aviation operates with a dedication to diversity and equal... Show More
Job Requirements
- Minimum of 2 years experience in an administrative, operations support, or office coordination role
- ability to work on-site in a structured, operational environment
- U.S. citizenship
- Secret clearance (mandatory)
- proficiency with Microsoft Office/Microsoft 365
- high attention to detail, reliability, and follow-through
- strong organizational and time-management skills
Job Qualifications
- Minimum of 2 years experience in an administrative, operations support, or office coordination role
- strong organizational and time-management skills
- experience managing calendars and schedules for multiple stakeholders
- proficiency with Microsoft Office/Microsoft 365 including Outlook, Excel, Teams, and SharePoint
- ability to work on-site in a structured, operational environment
- high attention to detail, reliability, and follow-through
- experience in aviation, military, or government-adjacent environments preferred
- familiarity with travel coordination and purchase request workflows preferred
- experience managing records, inventories, or equipment accountability preferred
- demonstrated professionalism and discretion supporting leadership
- ability to follow established processes and escalate issues appropriately
- willingness to adapt to changing operational priorities
Job Duties
- Maintain the site master calendar for meetings, events, and operational activities
- coordinate on-site meetings including schedule deconfliction, space reservation, and notifications
- coordinate with U.S. Air Force counterparts for meetings and company participation
- manage calendars for senior off-site leaders
- support meeting preparation, note-taking, and tracking of action items
- coordinate and execute travel arrangements and manage logistics for conferences
- assist with purchase requests and tracking procurement
- serve as the site files and records manager maintaining organized digital and physical records
- act as the equipment custodian tracking issued equipment and inventory
- process invoices and manage expense documentation
- provide telephone and receptionist services
- requisition office supplies and coordinate equipment repairs
- prepare, proofread, and format correspondence, reports, and presentations
- organize and manage clerical workflows
- perform additional duties as assigned by the Chief Pilot
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Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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