Administrative Assistant II

Job Description

Job Description

Description:

About the Company:

We provide specialized subcontracting and technical assistance services to support clients in the transport and aerospace industries. We work closely with clients to ensure that our solutions meet their needs and exceed their expectations. Our team members are motivated individuals that do remarkable things every day!

Position Summary:

AAA United States, Inc. has partnered with a company in Mobile, Alabama that is an international pioneer in the aerospace industry. They are a leader in designing, manufacturing and delivering aerospace products, services and solutions to customers on a global scale. A commercial aircraft manufacturer, with Space and Defense as well as Helicopters Divisions, they are the largest aeronautics and space company in Europe and a worldwide leader.

Essential Functions:

• Drafts emails, letters and other correspondence for information received by the A220 Program for the HO’s signature as well as in response to requests for general information. 
• Acts on requests requiring the approval/signature of the HO A220 Program and ensure timely submission.
• Performs highly responsible duties of a confidential nature for the HO A220 Program. Maintains confidentiality and uses a high degree of discretion while preparing materials for the HO A220 Program. 
• Accurately processes and submits expenses and goods receipts in a timely manner.
• Develops procedures for creating and developing files and maintains Program records .

Schedule and Stakeholder Management: 

• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.
• Makes complex travel arrangements for domestic and international travel for HO A220 Program and other designated personnel and customers. 
• Arranges for ancillary activities such as internal and external customer dinners/events.
• Maintain the HO’s travel schedule and coordinate with others traveling with him/her to maximize efficiency and ensure travel proceeds smoothly.
• Assist in organizing AIRBUS participation in local events reinforcing the company’s professional image.
• Cultivate relationships with local officials and recognized community leaders to ensure their continued support of the Airbus A220 Program. 
• When appropriate and as directed, represents the HO A220 Final Assembly Line in meetings.
• In the HO’s absence, ensure all matters are addressed by appropriate staff.

Other duties as assigned 

Including, but not limited to:

• Lead and/or participate in the organization of company events.
• Work closely with Assistants throughout the company (both corporate and locally) for consolidated efforts on behalf of the Senior Leaders

Requirements:

• 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).
• Ability to communicate effectively both orally and in writing.
• Ability to maintain a complex schedule and to cross-check with MMS calendar to prevent or reduce conflicts and ensure the HO is available at critical times on site.
• Detail-oriented with excellent proof-reading and writing skills.
• Demonstrated ability to maintain confidentiality and handle inquiries in a confidential and discreet manner.

Preferred Experience:

• Analytics (Tableau, Google Dashboard, Skywise, SAP), Concur, Click ‘n Buy
• Notary Public
• Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):
• Fluency in German and/or French is highly desirable.