Chief of Staff to CEO

Job Summary

We are seeking a highly skilled Chief of Staff to oversee all HR and Administrative functions across our international offices. This role will be critical in ensuring that 1) driving HR strategy and operations globally and 2) streamlining administrative processes, coordinating across our global offices, and ensuring that the COO can focus on strategic tasks. The ideal candidate will be proactive, detail-oriented, and experienced in handling a wide range of human resources and administrative tasks in a fast-paced, multinational environment

What we do

You’ll work at SOI Aviation — we are global aviation fleet solutions and support specialists. This company brings together deep experience in the aviation sector and a history of helping our clients manage and transform their aviation fleet operations.

As part of this company, you’ll join a global network of six companies with the shared mission to solve our clients most difficult aviation fleet, parts and maintenance problems. We work across many countries, geographies and aircraft platforms and operate within a global network of like-minded aviation colleagues through our global corporate group, AOG.

When you join SOI Aviation, you are joining a small but impactful company whose culture is distinctive and inclusive. We will accelerate your development as a global leader to create positive, enduring change.

Our Company Values

Problem Solvers at Heart

Service Excellence

Work Hard, Be Kind

Value Through Collaboration

Attitude is Everything

Develop Daily

Our Company Purpose

To empower the world’s leading aircraft fleet operators to operate continuously through highly innovative solutions, contributing to global connectivity, transport and defense.

To create an unparalleled workplace environment and community for our people.

What you’ll do

Human Resources Management

Human Resources Strategy

• Design, develop, and implement global HR strategies that support the company’s business goals and global expansion
• Ensure that HR policies, procedures, and practices are aligned with the company’s overall business objectives and local regulations
• Work closely with senior leadership to provide strategic HR guidance, particularly concerning global workforce planning, diversity and inclusion, and employee retention strategies

Compliance and Employment Law

• Ensure the company's HR practices are compliant with local labor laws, regulations, and industry standards across all countries where the company operates (e.g., U.S., Europe, Asia, etc.).
• Collaborate with legal counsel and local HR professionals to stay informed about regulatory changes in various countries and jurisdictions
• Implement and oversee processes for data privacy compliance (e.g., GDPR in the EU, CCPA in California, etc.) concerning employee data

Talent Acquisition and Workforce Planning

• Lead global recruitment efforts by developing a consistent and scalable hiring strategy across all regions
• Oversee recruitment, onboarding, and retention strategies to attract and retain top talent worldwide
• Collaborate with local hiring managers to ensure that hiring needs are met promptly while adhering to local hiring regulations

Employee Relations and Conflict Resolution

• Act as the primary point of contact for escalated employee relations issues across regions
• Develop and maintain programs that promote a healthy work environment across different countries and cultures
• Manage disciplinary actions, terminations, and conflict resolution in line with both global policies and local labor laws

Learning and Development

• Design and implement global learning and development programs to support employee growth across regions
• Identify and leverage technology to offer scalable training solutions across global teams

Performance Management

• Oversee the implementation of a global performance management system that includes annual reviews, 360-degree feedback, and continuous performance evaluation
• Develop and monitor key performance indicators (KPIs) related to HR and employee performance
• Collaborate with local office heads to ensure fair and consistent performance assessments across global offices

HR Technology and Systems Management

• Implement and manage global HR systems (e.g., HRIS, payroll systems) to standardize HR operations across locations

Employee Engagement and Retention

• Develop and execute global employee engagement programs that promote a positive work culture
• Conduct regular employee surveys to assess workplace satisfaction and address areas of concern
• Implement global employee recognition programs to reward and retain top talent

Global Mobility Management

• Manage global mobility programs, including expatriate assignments, visa management, and relocation support

HR Metrics and Reporting

• Develop and maintain HR dashboards to track metrics such as turnover rates, recruitment KPIs, employee satisfaction, and performance metrics
• Provide regular reports to the leadership team, offering insights into HR-related trends and their impact on business performance

Administrative Management

Meeting Coordination and Management

• Organize and manage the logistics for global leadership meetings, board meetings, and other key events
• Prepare meeting agendas, take minutes, and track action items for follow-up
• Ensure that technology (e.g., video conferencing tools) is functioning properly for all global meetings, working with IT to troubleshoot issues as needed.

Travel and Expense Management

• Oversee the management of global travel arrangements for the COO and other senior executives, including flights, accommodations, visas, and itineraries
• Ensure all travel bookings comply with company policies and budgets, while also aligning with the preferences of executives
• Track and process expense reports, ensuring all costs are submitted, approved, and processed in a timely manner
• Research and recommend cost-effective travel options that meet the company’s global needs while ensuring comfort and convenience for executives
• Collaborate with legal counsel and local HR professionals to stay informed about regulatory changes in various countries and jurisdictions
• Implement and oversee processes for data privacy compliance (e.g., GDPR in the EU, CCPA in California, etc.) concerning employee data

Event Management

• Plan, coordinate, and manage both internal and external global events, such as annual conferences, team-building activities, and industry-related events
• Manage event budgets and oversee all logistical aspects of global events, including venue selection, travel arrangements, accommodations, and catering for international attendees
• Collaborate with vendors and service providers across different regions to ensure high-quality event execution
• Provide post-event analysis and reports to the leadership team, including feedback and suggestions for future improvements.

Document and Data Management

• Assist in managing digital filing system for company documents, ensuring that all important records are easily accessible to the COO and other leadership members
• Manage the drafting, editing, and proofreading of key documents, including board reports, policy documents, and correspondence for the COO

Who you’ll work with

You will report to the global Chief Operating Officer (COO) and collaborate with local office leaders on a daily basis across the United States, New Zealand, The United Kingdom, Singapore, Malaysia and Turkey.

Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or related field; Master’s degree or HR certifications (SHRM-CP, SHRM-SCP, PHR, SPHR, or CIPD) preferred
• Minimum of 2-3 years in an HR and/or administrative management role
• Exposure to multi-country HR compliance and employment law
• Experience managing HR for remote and distributed teams
• Experience with implementation and use of enterprise software (HRIS, ERP, Payroll, Performance Management)
• Fluency in English is required; proficiency in additional languages is a plus

Skills

• Strong organizational skills, project management skills and attention to detail
• Excellent communication, conflict resolution and interpersonal skills
• Ability to handle multiple tasks and projects simultaneously while maintaining high levels of efficiency and accuracy
• Problem-solving and critical-thinking skills to proactively address challenges
• Ability to manage and prioritize the COO’s workload, ensuring that strategic tasks receive the necessary focus
• Strong knowledge of global administrative practices, including travel, vendor management, and meeting coordination across different regions
• Familiarity with multi-jurisdictional laws

Why SOI Aviation

• We invest in the personal and professional growth of every employee because we believe growth and leadership leads to both business and personal fulfillment.
• The opportunity to join an experienced, global team and company network that is passionate about solving technically complex aeronautic problems.
• To work with the world’s leading aircraft fleet operators, governments and defense forces and engage in high-stakes global public-sector negotiations.
• Competitive salary and benefits.
• Ample learning opportunities for leadership, management, holistic business operations, high-stakes governmental and contract negotiations.

Job Type: Full-time

Pay: $90,000.00 - $120,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $90,000 - $120,000