Executive Administrator - Contract

Airbus • Boca Raton, FL

2d • Onsite

About The Position

VAS Aero Services is looking for an Executive Administrator to join our team in Boca Raton, Florida. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team. Reporting to the Chief Executive Officer.

Requirements

• High school diploma
• Bachelor’s Degree from an accredited college or university with a minimum of 5 years of experience in a fast-paced environment.
• Travel Required: Up to 20% Domestic and International
• Citizenship: Authorized to work in the US, Able to work in US without current or future need for visa sponsorship)
• Onsite or remote: 100% in office
• Vision: able to see and read computer screen and other electronic equipment with screens, able to read documents, reports and engineering drawings.
• Hearing: 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: 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): able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts.
• Carrying: able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
• Lifting: able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
• Pushing / Pulling: able to push and pull small office furniture and some equipment and tools.
• Sitting: able to sit for long periods of time in meetings, working on computer.
• Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving.
• Standing: able to stand for discussions in offices or on production floor.
• Travel: able to travel independently and at short notice.
• Walking (include routine walking such as to a shared printer to retrieve documents): able to walk through office and production areas including uneven surfaces.
• This position is a temporary (contract) position with no specific time period but could be extended or shortened as needed.
• Contractors are employed by a 3rd party vendor and placed on assignment to Airbus in America.

Nice To Haves

• 10+ years of experience as an EA
• 3+ years of project management experience including coordinating and scheduling multiple events simultaneously.
• 5+ years of experience managing a calendar for one or more Executives (for example: setting up meetings and determining the priority of meeting requests and events).

Responsibilities

• Provide calendar management for the Executive Leadership team.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Effectively prioritize and manage several work streams simultaneously, and independently solve complex problems under ambiguous conditions.
• Precise execution of administrative activities, with high attention to detail, organization and process including, but not limited to, schedule management, presentations, meeting agendas, emails, spreadsheets, calls and internal/external communications.
• Arrange and handle all logistics for Executive Leadership team meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Manage all communications, including responding to a wide variety of inquiries and requests from internal and external customers, whilst maintaining the confidentiality of highly sensitive information.
• Provide end-to-end customer excellence when preparing complex international and local travel arrangements, visa applications, expense report submission, accounting administration. and conference management for executive staff.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Other projects/duties as assigned for the overall benefit of the organization.

Benefits

• Competitive base salary
• incentive compensation which may include profit sharing schemes
• retirement savings plan
• Employee Stock Ownership Plan (“ESOP”)
• Paid time off including personal time, holidays
• generous paid parental leave program
• Comprehensive insurance coverage including medical (traditional and high-deductible health plans), prescription, dental, vision, life, disability, Employee Assistance Plan (“EAP”) and other supplemental benefit coverages.
• Upskilling and development opportunities through our global Leadership University, including unlimited access to 10,000+ e-learning courses focusing on ways to develop your employability, certifications, career path as well as the opportunity to participate in accelerated development programmes and both national and international mobility.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level