Executive Assistant

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About Course

Step inside the world of business aviation with LD Aviation’s specialized course for executive assistants—designed to provide a clear, practical understanding of the systems, people, and workflows that make private air travel possible. Whether you’re managing C-suite schedules or coordinating last-minute travel changes, this course offers the essential knowledge you need to support aviation logistics with precision and professionalism.

What You’ll Learn

Foundational Knowledge
Learn the key terms, aircraft types, and operational roles that define private aviation, so you can speak the language and anticipate what matters.

Travel Planning & Coordination
Understand the moving parts of a successful trip—from flight scheduling and catering preferences to FBO selection and ground transport arrangements.

Real-World Problem Solving
Prepare for common disruptions like weather delays, last-minute changes, or international documentation needs, and know how to respond effectively.

Tools & Communication Best Practices
Get familiar with aviation platforms, briefing documents, and communication protocols used by flight departments and operators.

Executive-Level Insight
Gain a behind-the-scenes look at how pilots, dispatchers, maintenance teams, and service providers work together—so you can align your support with operational goals.

Who It’s For

  • Executive assistants supporting high-net-worth individuals or senior leadership who travel via private jet.

  • Administrative professionals who need to manage trip logistics, vendor coordination, or aircraft scheduling.

  • Chiefs of staff and personal assistants who handle end-to-end travel planning for executive teams.

  • Anyone seeking to increase their aviation fluency and add strategic value in high-pressure, time-sensitive environments.

Your Takeaway

By the end of this course, you’ll be able to confidently coordinate private travel, anticipate executive needs, and work seamlessly with flight departments, vendors, and aviation professionals. You’ll gain the vocabulary, insight, and decision-making context to elevate your role and reduce friction across every leg of the journey. Whether you’re booking your first charter or streamlining a complex itinerary, this course gives you the tools to make executive aviation feel effortless.

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What Will You Learn?

  • What You’ll Learn
  • Foundational Knowledge
  • Build a strong understanding of key business aviation concepts, aircraft types, industry roles, and operational frameworks that shape this fast-paced sector.
  • Operational Workflows
  • Explore how trip planning, crew coordination, ground support, international procedures, and safety protocols come together to ensure seamless flight execution.
  • Problem-Solving in Practice
  • Learn how professionals navigate real-world challenges—weather disruptions, high-profile passengers, last-minute changes, and evolving regulatory requirements.
  • Best Practices & Tools
  • Gain exposure to industry-standard platforms, compliance expectations, and communication methods essential to flight departments and operators.
  • Cross-Functional Insight
  • Understand the interconnected roles of pilots, schedulers, dispatchers, maintenance teams, and service providers in delivering top-tier private aviation experiences.

Course Content

Executive Assistant Course: General Aviation Overview
In this module, we introduce the concept of general aviation—the category that includes all civil aviation operations outside of scheduled commercial airlines. As an executive assistant supporting private travel, understanding where business aviation fits within general aviation gives you a clearer perspective on the systems, infrastructure, and terminology you’ll encounter.You’ll learn the basic distinctions between general, commercial, and military aviation, the types of aircraft typically used in business travel, and the roles of airports, FBOs, and regulatory agencies. We’ll also highlight how general aviation operates with more flexibility—but also greater variability—than commercial travel, and what that means for planning, communication, and service.By the end of this module, you’ll have a working knowledge of the aviation landscape—giving you the context to make smarter decisions, speak more confidently, and better support the needs of executives who rely on private flight.

Executive Assistant Course: Passenger Info
In this module, we focus on the collection, organization, and protection of passenger information—one of the most important responsibilities for executive assistants supporting private aviation. Accurate passenger details ensure smooth operations, compliance with regulations, and a seamless onboard experience.You’ll learn what information is typically required before a flight—full names, passport details, special requests, seating preferences, and dietary needs—and how this data flows between the assistant, the flight department, and service providers. We’ll also cover the importance of privacy, discretion, and data security when handling sensitive personal information, especially for high-profile individuals.By the end of this module, you’ll understand how to manage passenger info with accuracy, professionalism, and care—so every trip reflects the high standards your role is trusted to uphold.

Executive Assistant Course: Catering
In this module, we cover the essentials of catering in private aviation—from understanding preferences to ensuring quality and timing. As an executive assistant, your role in coordinating catering goes beyond placing an order—it’s about creating a thoughtful, tailored experience that reflects the passenger’s expectations.You’ll learn how catering is arranged through FBOs or directly with preferred vendors, what details to confirm in advance (dietary restrictions, allergies, timing, presentation), and how to work closely with flight crews to ensure everything is accurate and onboard before departure. We’ll also discuss what can go wrong—and how to prevent last-minute issues with smart planning and clear communication.By the end of this module, you’ll have the tools to manage catering requests with confidence and professionalism—so every meal onboard feels intentional, not improvised.

Executive Assistant Course: Ground Transportation
In this module, we focus on the logistics of ground transportation—an essential part of the travel experience that often determines how smoothly the rest of the day unfolds. As an executive assistant, your ability to coordinate reliable, discreet, and well-timed ground movements is a direct reflection of your attention to detail.You’ll learn what information to provide when booking car service, how to align ground transport with flight schedules, and how to communicate with FBOs, chauffeurs, and security personnel to ensure smooth handoffs. We’ll also cover common pitfalls, such as miscommunication on pickup locations or delayed crew transport, and how to avoid them through clear planning.By the end of this module, you’ll know how to manage ground transportation with precision and confidence—ensuring your executive is met on time, every time, with the level of service they expect.

Executive Assistant Course: Business Aviation Regulations
In this module, we provide an accessible overview of the key regulations that shape private aviation operations in the United States—giving executive assistants the context they need to support safe, legal, and efficient travel.You’ll learn the basic differences between Part 91 (private operations) and Part 135 (charter operations), why they matter, and how they influence flight planning, crew duty, and passenger service expectations. We’ll also touch on documentation requirements, customs protocols, and how regulatory compliance intersects with scheduling decisions and last-minute changes.By the end of this module, you’ll understand how business aviation regulations form the framework behind every trip—and how your role helps uphold the compliance, consistency, and professionalism that private aviation demands.

Executive Assistant Course: Roles in a Flight Department
In this module, we break down the key roles within a business aviation flight department—so you can understand how the operation functions, who to communicate with, and how your support fits into the bigger picture.You’ll learn the primary responsibilities of pilots, schedulers, dispatchers, maintenance personnel, and directors of aviation, as well as how they collaborate to ensure each trip runs safely and efficiently. We’ll also explore how roles vary depending on the size of the operation and how assistants often serve as the bridge between executives and the flight team.By the end of this module, you’ll know who to contact for what, how to navigate internal workflows, and how to support the team with professionalism and precision—ensuring your contributions align with the rhythm and expectations of a high-performing flight department.

Executive Assistant Course: Safety & SMS
In this module, we introduce the fundamentals of aviation safety and the role of a Safety Management System (SMS) within a flight department. While executive assistants may not be directly involved in technical safety procedures, understanding the principles behind SMS helps reinforce the high standards that govern every aspect of private aviation.You’ll learn what SMS is, why it matters, and how it supports proactive risk management, accountability, and continuous improvement. We’ll also touch on how assistants contribute to safety culture—through clear communication, accurate information handling, and thoughtful coordination of travel logistics that align with safety protocols.By the end of this module, you’ll have a working understanding of how SMS shapes decision-making in aviation—and how your attention to detail and professionalism play a part in maintaining the safety and integrity of every flight.

Executive Assistant Course: Crew Duty
In this module, we explore the concept of crew duty—how long pilots and crew members can legally be on duty, and how rest and fatigue are managed to ensure safe operations. As an executive assistant, understanding these limitations is key to supporting realistic scheduling, avoiding last-minute disruptions, and ensuring compliance with aviation regulations.You’ll learn how duty time affects flight planning, particularly for multi-leg or international trips, and why flexibility around departure times and ground activities can make a critical difference. We’ll also cover how flight departments track duty and rest periods, and what to consider when coordinating logistics that involve tight timelines.By the end of this module, you’ll know how to work in alignment with crew duty regulations—helping maintain safety and professionalism while supporting your executive’s travel needs with clarity and care.

Executive Assistant Course: Flight Department Training
In this module, we provide an overview of how training works within a flight department—and why it matters for executive assistants who coordinate closely with aviation teams. From pilot currency requirements to safety drills, systems training, and customer service refreshers, ongoing training is a critical part of keeping operations compliant, efficient, and professional.You’ll gain insight into how training schedules are managed, what types of training are mandatory, and how your planning, communication, and calendar coordination can help support crew availability and operational readiness. We’ll also touch on why training impacts scheduling flexibility, and what questions to ask if travel plans intersect with a training window.By the end of this module, you’ll understand how to work in sync with the rhythms of flight department training—so your support helps maintain not just the schedule, but the safety and standards behind it.

Executive Assistant Course: FOM & SOP
In this module, we introduce the Flight Operations Manual (FOM) and Standard Operating Procedures (SOP)—the core documents that guide how a flight department operates day to day. While executive assistants aren’t responsible for writing or enforcing these manuals, understanding what they are—and why they matter—can help you better align with the standards and expectations that govern private aviation.You’ll learn how the FOM outlines everything from crew duty policies to emergency procedures, and how SOPs ensure consistency and safety across all aspects of flight operations. We’ll also highlight how these documents influence scheduling decisions, passenger handling, and communication protocols.By the end of this module, you’ll be equipped to support your team more effectively by understanding the operational guardrails that keep every trip professional, compliant, and safe—so you can work smarter, not just harder.

Executive Assistant Course: Day of Flight Communication
In this module, we focus on the critical role executive assistants play in day-of-flight communication—when timing, clarity, and responsiveness can make or break the travel experience.You’ll learn how to manage real-time updates across multiple parties, including flight crews, FBOs, ground transportation, and principal passengers. We’ll cover how to handle schedule shifts, weather delays, catering adjustments, and gate changes with professionalism and poise, even under pressure.By the end of this module, you’ll understand how to serve as the central point of coordination—anticipating issues before they arise, relaying information accurately, and ensuring that every part of the day runs as smoothly as the flight itself.

Executive Assistant Course: Delays & Diversion
In this module, we cover one of the most common realities in business aviation: delays and diversions. While these disruptions are often outside anyone’s control, how you respond as an executive assistant can make a major difference in minimizing stress and maintaining trust.You’ll learn what causes delays and diversions—from weather and mechanical issues to airspace restrictions—and how flight departments make real-time decisions to reroute or hold a flight. More importantly, you’ll gain strategies for communicating clearly with executives, updating vendors, adjusting ground transportation, and keeping everyone aligned when plans shift.By the end of this module, you’ll be equipped to handle disruptions with professionalism and poise—serving as a steady, reliable point of contact when it matters most.

Executive Assistant Course: Aircraft Maintenance
In this module, we provide an overview of aircraft maintenance from an executive assistant’s perspective—focusing on how scheduled and unscheduled maintenance impacts flight availability, planning, and communication.You’ll learn the basics of maintenance cycles, inspections, and service intervals, and how these requirements affect when and how an aircraft can be dispatched. We’ll also cover how to interpret maintenance windows, what to ask when confirming aircraft readiness, and how to work around maintenance events without disrupting executive travel.By the end of this module, you’ll understand how to factor maintenance into your planning process—helping you stay proactive, reduce scheduling conflicts, and reinforce the culture of safety that drives every decision in business aviation.

Executive Assistant Course: Ramp Inspection
In this module, we introduce the concept of ramp inspections—on-the-spot safety and compliance checks conducted by aviation authorities, often without advance notice. While executive assistants aren’t directly involved in these inspections, understanding what they are and how they affect trip flow is essential to supporting smooth operations.You’ll learn why ramp inspections occur, what inspectors typically look for (crew credentials, aircraft documents, safety equipment), and how they can impact departure timing. We’ll also cover what to expect if an inspection causes a delay and how to communicate appropriately with your executive, the flight department, and other stakeholders.By the end of this module, you’ll be equipped to anticipate and respond calmly to ramp inspections—supporting the professionalism and readiness that keeps your operation running without disruption.

Executive Assistant Course: Aircraft Usage Policy
In this module, we explore aircraft usage policies—internal guidelines that define who can use the company aircraft, under what conditions, and how those trips are classified and approved. As an executive assistant, your ability to navigate these policies ensures that travel is compliant, properly documented, and aligned with corporate expectations.You’ll learn the difference between business, personal, and mixed-use trips; how approvals are typically handled; and why usage must align with IRS, FAA, and internal reporting requirements. We’ll also touch on the importance of maintaining transparency with finance and legal teams, and how usage policies impact scheduling, cost allocation, and passenger manifests.By the end of this module, you’ll understand how to apply aircraft usage policies with precision—helping protect the organization, support executive travel needs, and uphold a standard of integrity across every flight.

Executive Assistant Course: Charter
In this module, we cover the essentials of chartering private aircraft—what it is, how it works, and what executive assistants need to know to make smart, informed decisions. Whether you’re arranging a first-time charter or coordinating regular trips, understanding the charter process will help you move with confidence.You’ll learn the key differences between aircraft types, operators, and charter brokers, as well as the typical questions you’ll be asked when booking a trip—passenger count, destination, timing, baggage, and catering. We’ll also highlight common red flags, such as non-compliant operators or vague quotes, and how to ensure safety, reliability, and service quality.By the end of this module, you’ll be better equipped to manage charter requests from start to finish—knowing what to look for, what to ask, and how to deliver a seamless travel experience your executives can trust.

Executive Assistant Course: Port of Entry & U.S. Customs
In this module, we introduce the essentials of U.S. Customs and Border Protection (CBP) procedures as they relate to private aviation—specifically, what executive assistants need to know when planning international arrivals into the United States.You’ll learn what a Port of Entry is, how customs clearance works for private aircraft, and why advance notice, proper documentation, and approved airports are critical to avoiding delays or violations. We’ll also touch on passenger pre-clearance, APIS submissions, and the importance of working closely with flight departments and FBOs to ensure smooth reentry into the U.S.By the end of this module, you’ll have a clear understanding of your role in supporting international travel—from anticipating customs requirements to helping coordinate a compliant and seamless return for executives and their guests.

Executive Assistant Course: Business Aviation Security
In this module, we cover the fundamentals of business aviation security through the lens of an executive assistant—where discretion, awareness, and proactive coordination are key to keeping travel safe and confidential.You’ll learn how security in private aviation differs from commercial travel, including the protocols surrounding manifest privacy, FBO access control, ground transport coordination, and sensitive information handling. We’ll also discuss best practices for safeguarding passenger data, communicating securely, and managing itineraries with minimal exposure.By the end of this module, you’ll understand how to work seamlessly with flight departments, security teams, and vendors to uphold the highest standards of safety and discretion—ensuring that every trip reflects the trust placed in your role.

Executive Assistant Course: Customer Service
In this module, we explore the role of customer service in private aviation from the executive assistant’s perspective. While you may not be in the cabin or on the ramp, your approach to service shapes the entire travel experience—from the first email to the final wheels-down.You’ll learn how to anticipate needs, handle sensitive requests, and communicate with poise and precision across multiple stakeholders—executives, flight crews, FBOs, vendors, and family members. We’ll also cover how to resolve issues quickly and discreetly, protect client preferences, and maintain consistency across complex itineraries.By the end of this module, you’ll have a clear understanding of what elite customer service looks like in private aviation—and how your professionalism, discretion, and attention to detail can elevate every trip.

Executive Assistant Course: Fuel Sourcing
In this module, we introduce the fundamentals of fuel sourcing—an often overlooked but critical part of private aviation logistics. While you may not be negotiating fuel contracts or managing uplift directly, understanding how and why fuel decisions are made can help you better support scheduling, budgeting, and trip coordination.You’ll learn the basics of how fuel is priced, who is responsible for sourcing it, and why factors like airport selection, vendor relationships, and timing can significantly impact overall trip costs. We’ll also cover how fuel sourcing ties into broader decisions about FBOs, ground handling, and international planning.By the end of this module, you’ll have a working awareness of how fuel sourcing fits into the aviation ecosystem—helping you ask the right questions, anticipate potential issues, and provide informed support to your flight department or principal.

Executive Assistant Course: Phonetic Alphabet
In this module, we introduce the phonetic alphabet—a small but essential tool that helps reduce errors when communicating critical information in aviation. Whether you're spelling passenger names, tail numbers, confirmation codes, or airport identifiers over the phone or radio, using the phonetic alphabet ensures clarity in high-stakes, fast-paced environments.You’ll learn how and when to use phonetic language in a professional context, and why it’s standard practice across flight departments, FBOs, and global service providers. We’ll also touch on common scenarios where miscommunication can cause delays or confusion, and how this simple skill can help you operate with confidence and precision.By the end of this module, you’ll be able to use the phonetic alphabet naturally and effectively—strengthening your communication and reinforcing your role as a reliable point of contact in the private aviation workflow.

Executive Assistant Course: Wrapping Things Up
In this final module, we take a step back to reflect on the broader role of the executive assistant in supporting private aviation. While every operation is different, the goal remains the same: to ensure travel runs smoothly, efficiently, and professionally.This closing session reinforces the value of being proactive, detail-oriented, and informed—no matter where you sit in the process. Whether you’re booking a car, confirming a flight, or coordinating last-minute changes, your ability to stay composed and connected to the bigger picture makes all the difference.As you move forward, remember: mastery doesn’t come from knowing everything—it comes from asking the right questions, using good judgment, and staying committed to excellence in every detail.

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