About the Company
We are a fast-growing private aviation charter brokerage built on a single belief: access creates opportunity. Beyond connecting clients with world-class private aviation experiences, we show up at the intersection of golf, culture, and community. We run youth access activations, a caddie ambassador program, and VIP suite experiences for clients at NFL venues. We move fast, we operate at a high standard, and every touchpoint reflects our brand.
Role Overview
We are looking for a hospitality-minded Executive & Hospitality Coordinator to serve as the operational backbone of a lean, high-output team. This is a remote-first role that sits at the intersection of executive support, event logistics, client hospitality, and partnership coordination. You will keep our executives and growing team organized and moving — so they can stay focused on relationships and revenue.
The right person has worked in luxury hospitality, sports event operations, or high-touch executive support. You understand that details matter enormously in premium environments, you thrive on building systems where there are none, and you take ownership without being asked twice.
Key Responsibilities
Executive & Team Operations
- Manage calendars, travel bookings, and scheduling for the executive team
- Coordinate team logistics for all event appearances including flights, lodging, ground transportation, and itineraries
- Maintain a shared master calendar with event windows, travel details, and team assignments
- Handle day-to-day administrative tasks that keep leadership focused on high-value work
VIP Suite & Client Hospitality
- Own end-to-end coordination of VIP suite events at sport stadiums
- Manage guest invitation outreach, RSVP tracking, and attendee communications through HubSpot CRM
- Coordinate catering orders and meet all venue deadlines for headcount and dietary preferences
- Handle ticket and parking pass transfers with accuracy and professionalism
- Send pre-event confirmations and post-event follow-up communications to guests
- Update HubSpot contact records with event attendance notes and next-step flags for the sales team
Charter Flight Client Support
- Coordinate catering and ground transportation arrangements for booked charter flights on behalf of the VP of Sales
- Liaise with vendors, FBOs, and service providers to confirm details and meet deadlines
- Ensure all client-facing logistics reflect the premium standard our brand represents
Event & Partnership Logistics Support
- Support the Event Operations Manager in pre-event preparation and run-of-show documentation
- Assist with logistics for youth access activations including welcome kits and vendor coordination
- Track partnership deliverables and deadlines to ensure commitments are met
- Help coordinate the caddie ambassador program logistics
What We're Looking For
Background
- 3+ years in luxury hospitality, sports event coordination, executive assistance, or a client-facing operations role
- Experience supporting a sales executive or C-suite leader in a fast-paced environment
- Familiarity with HubSpot CRM or similar platforms — you don't need to be a power user, but you need to be comfortable learning it quickly
- Experience coordinating travel, catering, or venue logistics for VIP or client-facing events
Qualities
- Proactive, not reactive — you anticipate what's needed before being asked
- Exceptionally detail-oriented with a track record of catching things that fall through the cracks
- Professional written and verbal communication — you represent our brand in every interaction
- Comfortable managing multiple workstreams simultaneously without losing accuracy
- Discreet and trustworthy — you will have visibility into client relationships and confidential business matters
- Genuinely interested in golf, sports, culture, or private aviation (a strong plus, not a requirement)
Tools & Systems
- HubSpot CRM — contact management, event landing pages, lead tracking
- Google Workspace — Calendar, Drive, Gmail
- Project management tools (Notion, Asana, or similar)
- Strong comfort with communication platforms (Slack, etc.) and vendor coordination via phone and email
Why This Role
You won't be answering phones or managing someone else's email inbox. You will be a real operational partner to a company building something genuinely distinctive. You will have visibility into high-profile events, meaningful partnerships, and a brand that stands for something. If you are a systems-minded, hospitality-driven operator who wants to grow with a company at an exciting inflection point, this is the role for you.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: Remote
