Location: Topeka, Kansas Schedule: Full-Time | In-Person | Some Evenings or Weekends as Needed

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About Vaerus Aviation

At Vaerus, we serve people through aviation and connect them to what matters. Our clients rely on us to help them show up—face to face—for the moments that matter most. That same level of care applies to our team. We believe that employees deserve to be seen, supported, and empowered to do work that matters.

About This Role

As Vaerus grows, so does the need for thoughtful, organized, and high-trust support. We are looking for an experienced Executive Assistant to partner directly with our Vice President of Operations—someone who can streamline priorities, own execution, and bring clarity to the fast-paced nature of business aviation.

This is a role for someone who thrives behind the scenes while playing a central role in leadership success. From building the company’s Executive Dashboard to planning employee events and supporting HR coordination, this role blends precision, service, and strategic support.

Your Core Focus Unloading the VP’s plate and enabling focused leadership Creating and managing the Executive Dashboard, a real-time view of company performance Supporting employees through culture-building, internal coordination, and HR assistance Owning communication, organization, and follow-through across high-priority tasks and projects

Key Responsibilities

Executive Support Manage the VP’s calendar, meetings, task list, and email communication Track open loops and help ensure timely follow-up on priorities and decisions Assist in preparing documents, agendas, and meeting summaries Anticipate needs and proactively solve problems before they arise

Dashboard Development & Reporting Build and maintain a comprehensive Executive Dashboard, including: o    P&L Budget vs. Actuals o    Rolling 12-month P&L o    Labor-to-Revenue ratios o    Cash reports and weekly financial snapshots o    Open squawks (aircraft and hangar) o    Maintenance labor cost vs. labor sold o    24- and 60-month aircraft maintenance projections o    Operator, contractor, and employee labor usage reports o    Bonus and duty tracking across departments

HR & Team Culture Coordination Support onboarding checklists, milestone tracking, and internal HR documentation Help plan and coordinate employee-focused events (e.g. Lake Day, team celebrations) Assist in communication surrounding team recognition, policy updates, and department transitions Serve as a positive and consistent point of contact for staff questions or needs

Project & Operations Support Provide coordination and structure for strategic initiatives across departments Maintain awareness of deadlines, key outcomes, and internal accountability Participate in the Safety Management System as needed

This Might Be the Role for You If… You’re a self-starter who takes initiative and doesn’t wait to be told what to do You thrive in fast-paced environments and stay calm under pressure You’re highly organized and skilled at juggling competing priorities You communicate clearly, directly, and professionally—even in moments of stress You follow through without needing reminders and take pride in finishing strong You enjoy solving problems, creating structure, and bringing clarity to chaos You’re adaptable and comfortable shifting gears when plans change You value service and enjoy helping others succeed You’re discreet, reliable, and trusted with sensitive information You want to contribute meaningfully to a leadership team and a mission-driven company

Qualifications Minimum 4 years of experience in executive assistant, administrative, or operational support roles Background in human resources or internal operations preferred Discreet, professional, and motivated by service—able to represent leadership with integrity Highly organized and confident navigating shifting priorities Strong written and verbal communication skills Emotionally resilient and steady under pressure Comfortable managing sensitive information and maintaining confidentiality Able to work flexible hours to meet business needs Familiarity with financial reports, data dashboards, or operational tracking is a plus Experience planning internal events or team culture initiatives is a bonus

Benefits & Perks Blue Cross Health & Dental – $500 deductible 401(k) Retirement with 6% employer matching Paid vacation and holidays Flexible schedule and cell phone reimbursement Long-term disability insurance FAA Pilot Certificate co-op program Tuition reimbursement and referral program Employee Assistance Program Up to $15,000 relocation assistance through the  Choose Topeka  program

Why Vaerus

We don’t just manage planes. We manage moments that matter. This role is about more than schedules and reports—it’s about helping a leadership team stay focused, helping a staff stay supported, and helping a company operate at its highest potential.