Executive Assistant - Aviation & Federal (Kansas City)

Description The Executive Assistant will provide administrative support for executive leadership to ensure continuity of office functions and operations. Provide high level administrative support to Burns & McDonnell executive leadership. Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, reports, and presentations. Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission. Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets. Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner. Prepare a variety of communication including emails, meeting agendas, and meeting minutes. Facilitate smooth communication between Executive and group, and internal and external clients. This may include other board members, company executives, client executives, government officials, media, and internal employees. Responsible for handling sensitive and confidential information. Act as Notary Public and notarize various documents. Maintain the security and confidentiality of calendars, files, records and files. Facilitate document approvals and processing which includes but not limited to invoices, contracts and other confidential documents. Manage schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events. Routine coordination with corporate business partners including internal communications, external communications, Human Resources, finance, etc. Evaluate bids and negotiate contracts of significant value for meeting and celebration venues. Coordinate travel arrangements and prepare travel itineraries. Oversee catering and conference room management for division meetings and events. Arrange conference calls and related conference room set-up. Coordinate with IT to ensure A/V equipment is in working order. Assist Burns & McDonnell executive leadership with calendar management, expense reports, travel, meeting coordination, and signature routing as requested. Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained. Qualifications Bachelor’s degree and 5 years administrative experience supporting senior level executives preferred, or applicable years of experience may be substituted for degree requirement. 9 years administrative experience supporting senior level executives strongly preferred. Position requires ability to maintain the highest level of discretion and confidentiality. Ability to work independently; demonstrating accuracy, reliability, and problem solving skills. Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required. Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks. Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders). This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled. EEO/Disabled/Veterans Job Administrative/Office Support Primary Location US-MO-Kansas City Other Locations United States Schedule: Full-time Travel: No Req ID: 263418 Job Hire Type Experienced #LI-JH #A&F #J-18808-Ljbffr Burns & McDonnell