Flight Operations Specialist Full Time

Role Overview

The Flight Operations Manager will be responsible for overseeing all private aviation activities for the Family Office, including managing relationships with private operators and charter companies. The role ensures seamless execution of flight operations, including crewing, flight planning, landing permits, regulatory compliance, and VIP service delivery, while maintaining the highest standards of safety, efficiency, and discretion.

Key Responsibilities

Flight Operations Management

• Oversee end-to-end flight operations for private and chartered aircraft.
• Coordinate and manage all aspects of flight planning, including:
• Route optimization
• Weather assessments
• Fuel planning
• Aircraft performance considerations
• Ensure timely arrangements for landing permits, overflight approvals, and airport slot coordination across international jurisdictions.

Vendor & Operator Management

• Manage relationships with private jet operators, charter brokers, and aviation service providers.
• Evaluate and onboard new charter operators ensuring compliance with safety and quality standards.
• Negotiate contracts, pricing, and service level agreements (SLAs) with aviation partners.
• Monitor operator performance and ensure delivery of high-quality VIP services.

Crew Management

• Coordinate crew scheduling in alignment with flight requirements and duty time limitations.
• Ensure availability of qualified flight crew in compliance with international aviation regulations.
• Liaise with operators on crew logistics including visas, accommodation, and transportation.
• Maintain oversight on crew performance and service standards.

Regulatory & Compliance

• Ensure all flight operations comply with GCAA, ICAO, and international aviation regulations.
• Obtain and manage landing permits, overflight clearances, and diplomatic approvals when required.
• Maintain proper documentation related to aircraft, crew, and operations.
• Stay updated on aviation regulations and airspace restrictions affecting operations.

Safety & Risk Management

• Ensure that all operators meet international safety standards (e.g., IS-BAO, ARGUS, Wyvern).
• Conduct periodic safety audits and due diligence of charter operators.
• Monitor operational risks and implement mitigation strategies.
• Maintain contingency plans for disruptions, diversions, or emergency situations.

Stakeholder & VIP Coordination

• Act as the primary point of contact for all aviation-related requests from family members and senior stakeholders.
• Ensure discreet handling of travel plans and sensitive information.
• Deliver seamless, luxury-level travel experiences aligned with VIP expectations.

Cost & Budget Management

• Monitor flight operation costs and identify optimization opportunities.
• Review and approve charter quotations and operational expenses.
• Prepare periodic reports on aviation spend and utilization.

Key Qualifications & Experience

• Bachelor’s degree in Aviation Management, Aeronautical Engineering, or a related field.
• Minimum 8–12 years of experience in private aviation, flight operations, or charter management.
• Strong experience working with business jets, private operators, and charter companies.
• In-depth knowledge of international flight operations, permits, and aviation regulations.
• Prior experience in a family office / UHNW environment is highly desirable.

Skills & Competencies

• Strong operational planning and coordination skills.
• Excellent vendor management and negotiation capability.
• Deep understanding of aviation safety standards and compliance requirements.
• High attention to detail with strong problem-solving abilities.
• Ability to work under pressure and manage last-minute travel changes.
• Exceptional discretion, professionalism, and stakeholder management.
• Strong communication skills (written and verbal).

Preferred Certifications

• Flight Dispatcher License or equivalent (preferred).
• IS-BAO / Safety Management certifications (desirable).
• Knowledge of GCAA regulations and Middle East aviation landscape.

Key Success Metrics

• Seamless execution of flight operations with zero service disruptions.
• Compliance with all regulatory and safety requirements.
• Cost efficiency and optimized vendor utilization.
• High satisfaction levels from family members and stakeholders.
• Strong and reliable operator/vendor network.

Additional Notes

• Role may require availability outside standard working hours to support flight schedules.
• High level of confidentiality and discretion is mandatory.