Administrative Assistant II

Administrative Assistant

The Administrative Assistant provides comprehensive and professional administrative support to the Director of Cabin and the overall Mobile Engineering organization in the following: office administration procedures, correspondence, business and event arrangements, purchase orders/goods receipts, and travel requests/expense reimbursements.

Our Engineers have the privilege of working on complex, highly engineered machines and are involved at all stages of the aircraft life cycle, from product development to manufacturing and direct support to our airline customers. If you're interested in designing, creating, and testing the present and future of Airbus products across the globe, join our mission to connect the world.

The Engineering Center in Mobile, Alabama houses hundreds of Airbus engineers who assist in the design and development of Airbus commercial aircraft cabins, including aftermarket upgrades, reconfigurations and services of all product types across the globe.

At Airbus, we support you to work, connect and collaborate more easily and accessibly. Wherever possible, we support flexible working arrangements to stimulate innovative thinking.

Your challenges:

• Provides sophisticated calendar management. Proactively manage complex calendars, including scheduling meetings across multiple time zones. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Organize meetings, programs and events by arranging logistics (facilities, catering, etc), speakers and presentation material as necessary
• Using discretion, act as a primary point of contact, screening and prioritizing incoming communications (emails, calls), drafting correspondence, disseminating information effectively, and recommending actions when necessary
• Provide on-site support for meetings and visits, including room preparation, managing connections, and post-activity organization.
• Be familiar with and drive compliance to corporate policies and business processes (i.e. travel policy, expense policy, procurement and other business policies, etc).
• Prepare internal and external communications.
• Provides calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.
• Organize domestic and international travel arrangements including booking of all flights, accommodations, visa arrangements, dining as needed, generation of itinerary and general coordination of approvals, as well as post travel claims.
• Assist in organizing Airbus participation in local events reinforcing the company's professional image.
• Problem-Solving: Independently identify and resolve administrative issues.
• Project Support: Provide administrative support for various projects and initiatives as needed by the leadership team.
• Manage on-site tasks and activities as required (orders, deliveries, events, etc)
• Work closely with Assistants throughout the company (both corporate and locally) for consolidated efforts on behalf of the Engineering organization.

Your boarding pass:

• A Bachelor's Degree in English, Business Administration, Communications or similar.
• Minimum 2 years of progressive experience as an administrative assistant to a senior level manager.
• Extensive Digital Workplace Knowledge (Google, GMail, GMeets, Smartsheets).
• Detail-oriented with excellent proof-reading and writing skills.
• Exceptional organizational and time management skills with the ability to prioritize and manage multiple tasks simultaneously without close supervision.
• Demonstrated ability to work independently, take initiative, and anticipate needs.
• A high degree of professionalism, integrity, and the ability to handle confidential information with discretion.
• Strong verbal and written communication skills and the ability to speak effectively and easily with both internal and external parties.
• Effective communication skills in English.
• German language skills preferred.
• Strong interpersonal skills and the ability to build effective working relationships with internal and external stakeholders.
• Flexibility and adaptability to changing priorities and deadlines.
• Able to support multiple managers as well as their teams with various requests/needs.
• Proactive and independent.
• Analytics (Tableau, Google Dashboard, Skywise, SAP), Concur, Click 'n Buy preferred.
• Notary Public preferred.
• Authorized to Work in the US

Physical Requirements

• Onsite 80%
• Remote 20%
• Vision: Daily able to see and read computer screen and other electronic equipment with screens, able to read documents, reports and engineering drawings.
• Hearing: Daily able to hear to participate in conversations in person and via teleconference or phone and to hear sounds on production floor including safety warnings or alarms.
• Speaking: Daily able to speak in conversations and meetings, deliver information and participate in communications.
• Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): Daily able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts.
• Carrying: Several times a week able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
• Lifting: Several times a week able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
• Pushing / Pulling: Several times a week able to push and pull small office furniture and some equipment and tools.
• Sitting: Daily able to sit for long periods of time in meetings, working on computer.
• Squatting / Kneeling: Several times a month able to squat or kneel to retrieve or replace items stored on low shelving.
• Standing: Daily able to stand for discussions in offices or on production floor.
• Travel: Rarely able to travel independently and at short notice.
• Walking (include routine walking such as to a shared printer to retrieve documents): Daily able to walk through office and production areas including uneven surfaces.
• Appropriate hearing/eye protection may also be required when visiting the shop floor

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company's success, reputation and sustainable growth.

Company: Airbus Americas, Inc.

Employment Type: US - Direct Hire

Experience Level: Professional

Remote Type: On-site

Job Family: Administration / Documentation