The Executive Assistant Field Manual

A tactical guide for Executive Assistants, Chiefs of Staff, and Family Office Managers on delegating charter sourcing, negotiating direct-operator terms, and streamlining tarmac logistics.

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Strategic Overview

Managing private aviation for high-net-worth principals requires balancing speed, absolute confidentiality, and financial rigor. Traditional charter brokers capitalize on tight turnarounds by adding 15% to 35% markups onto operator wholesale quotes.

This manual equips EAs with operational protocols to automate flight discovery using AI assistants while sourcing flights directly from Argus/Wyvern-rated operators at true zero-markup rates.

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1. Automated Flight Discovery Prompting Framework

When using internal LLMs or AI assistants to prepare travel itineraries, instruct your assistant to extract and standardize mission parameters before requesting operator quotes.

Standardized AI Prompt Template for EAs

"Extract origin ICAO, destination ICAO, passenger payload, luggage volume, and runway length constraints for [Flight Sector]. Cross-reference against StratosIQ direct-operator fleet specifications for Super-Mid, Heavy, and Ultra-Long-Range airframes. Calculate mission elapsed time and return fuel burn estimates."

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2. Airside & Tarmac Access Protocols (AOA)

To ensure zero-terminal exposure for principals upon arrival:

• Ramp Badging & Vehicle Access: Submit vehicle license plates, driver full names, and security clearance documents to the handling FBO at least 24 hours prior to departure.
• Tarmac Gate Coordination: Ensure driver arrives 15 minutes before airframe wheels-down. Line service staff will escort the vehicle through the Air Operations Area (AOA) gate directly to the aircraft stairs.
• Canine & Pet Clearance: For domestic and transatlantic flights, ensure DEFRA or EASA microchip documentation is pre-cleared by the port-of-entry FBO to avoid tarmac quarantine holds.

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3. High-Altitude & Mountain Airport Slot Rules

When booking peak winter destinations (e.g., Aspen KASE, Vail EGE, Samedan LSZS):

• Slot Windows: Mountain airport slots operate on zero-grace arrival windows. Ensure operator holds confirmed landing slots before executing charter agreements.
• Curfew Protocols: KASE enforces strict local noise curfews (10:30 PM local). Ensure departure flight plans account for potential de-icing holds (Type IV anti-icing fluid holds up to 45 minutes) to avoid overnight strandings.

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Operational Standard: By utilizing direct StratosIQ operator feeds, family office EAs eliminate middleman commission churn while maintaining 100% operational control over principal missions.

Frequently Asked Questions

Q1: What are the key mission parameters an AI assistant should extract when sourcing private charter flights to ensure compatibility with StratosIQ’s fleet specifications?

A1: The AI assistant must extract origin/destination ICAO codes, passenger payload, luggage volume, runway length constraints, and cross-reference these with StratosIQ’s fleet specs for Super-Mid, Heavy, and Ultra-Long-Range airframes to validate feasibility.

Q2: What are the mandatory pre-departure requirements for securing tarmac access and avoiding principal exposure at the airport?

A2: Submit vehicle license plates, driver names, and security clearance docs to the FBO 24+ hours prior; drivers must arrive 15 minutes pre-wheels-down for escorted AOA gate access. For pets, pre-clear DEFRA/EASA microchip documentation with the port-of-entry FBO.

Q3: What are the critical slot and curfew rules for winter mountain airport operations (e.g., Aspen KASE), and how do they impact flight planning?

A3: Mountain airports enforce zero-grace arrival windows—slots must be confirmed before booking. KASE’s 10:30 PM local noise curfew and 45-minute Type IV de-icing holds require departure flight plans to account for potential overnight delays, mandating buffer time in scheduling.