Administrative Assistant

Airbus•Kinston, NC

32d•Onsite

About The Position

Functions as the operational backbone of daily office operations, providing comprehensive administrative support to ensure organizational efficiency for the Senior Leadership Team (SLT) and plant operations in Kinston, NC. This role is responsible for managing critical scheduling needs, such as calendar oversight, complex travel bookings, and conference room logistics, while facilitating essential financial administration—including expense reporting and processing purchase orders and goods receipts. Additionally, this position acts as a key operational liaison by coordinating event planning, managing visitor onboarding, and ensuring onsite safety compliance through PPE distribution to maintain seamless business workflows.

Requirements

High School Diploma or equivalent combined with a robust track record of practical administrative experience.
3+ years of experience in an administrative support capacity supporting multiple departments or senior leadership.
Outstanding detail orientation with exceptional proofreading, writing, and editing skills.
Proactive, self-motivated attitude with a proven willingness to learn new systems and processes.
Absolute discretion and demonstrated capability to manage highly confidential and sensitive business information.
Exceptional time management skills with a proven capability to prioritize tasks and handle shifting priorities in a fast-paced environment.
High proficiency with G Suite / Google Workspace (Docs, Sheets, Slides, Drive) and Microsoft Office Suite.
Eligible for employment in the US.
Demonstrated ability to untangle complex issues, identify root causes, and formulate clear, actionable strategies even when faced with incomplete information.
Strong critical thinking skills with a proven track record of applying quantitative and qualitative analysis to solve intricate administrative or operational problems.
Demonstrates the ability to prioritize daily operational tasks, manage calendar scheduling conflicts, and address immediate administrative inquiries with minimal supervision.
Excellent written and spoken English communication skills. Demonstrated capability to convey complex information clearly, draft corporate-level correspondence, and maintain a highly collaborative, welcoming, and positive team-oriented attitude.

Nice To Haves

Bachelor's Degree in Business Administration, Operational Management, or a related field.
Prior administrative experience in an industrial, aviation, manufacturing, or aerostructures operational environment.
Supportive and highly adaptable demeanor when navigating a dynamic, changing department.
Strong critical thinking skills with the ability to clarify ambiguous details and solve minor operational problems independently.
Active experience using Concur for travel and expense management, as well as SAP or other ERP systems for entering purchase orders and performing goods receipts.

Responsibilities

Manages complex calendar scheduling, travel bookings, and conference room availability for the leadership team.
Coordinates, prepares, and distributes high-quality daily report outs, presentations, and operational updates.
Gathers, processes, and analyzes data using standard corporate tools to support the departmental Performance Management System.
Drafts professional emails, letters, and general correspondence for leadership signature, ensuring absolute spelling, grammatical, and formatting accuracy.
Facilitates critical financial tasks, including entering purchase orders, processing goods receipts, and managing expense reporting in Concur/SAP in strict compliance with corporate financial policies.
Proactively tracks action items requested by or requiring approval from leadership to ensure timely review, signature, and response.
Captures detailed, accurate meeting minutes for key departmental and project meetings, ensuring timely distribution to all stakeholders.
Organizes onsite and offsite ancillary activities, including team dinners, catering coordination, and internal celebrations.
Manages onsite visitor logistics, serving as a welcoming point of contact and ensuring safety compliance through the procurement, management, and distribution of necessary Personal Protective Equipment (PPE) for site safety.
Supports general office coordination, mailing, and supply inventory maintenance.
Other duties as assigned.