Executive Office Manager

Airbus • Kinston, NC

9h • Onsite

About The Position

Airbus Aerosystems Kinston is looking for an Executive Office Manager to join our facility in Kinston, NC. This executive support position anticipates, plans, schedules, develops and implements activities that expedites and facilitates the functions and activities of the General Manger and other key executives on the management team. Essential to this role are the skills of responsiveness and the ability to plan for contingencies in terms of scheduling as well as meetings with contacts. Must respond to requests for last-minute changes to itineraries, meetings and locations and resolve to ensure minimal disruption to the business. Collects, prepares and disseminates documents to designated participants in a timely manner and maintains important contacts with up-to-date accurate information. The candidate must be able to perform all duties and responsibilities in a manner that promotes a team concept, inclusiveness, and reflects the mission, vision, and core values of Airbus.

Requirements

• Bachelor’s degree with an emphasis in business, communications, or a related field
• Candidates without a degree will be considered with 10+ years of experience.
• Minimum of 6 years of experience in an Executive Assistant role is preferred.
• Must be proficient with Microsoft Office Suite (Word, Excel, & PowerPoint)
• Strong executive presence and demonstrated leadership skills, good judgement, and ability to effectively interface with employees and leaders at all levels within the organization.
• Excellent verbal and written communication skills in English
• The ability to articulate complex issues to others.
• Ability to maintain confidentiality in all matters is essential
• Demonstrated effectiveness in interpersonal skills
• Proficient in Google Workspace apps (Gmail, Gdocs, GSheets..)
• 5% travel Domestic
• Must possess excellent written and verbal communications skills
• Ability to adapt in changing environment while managing multiple priorities
• Demonstrated ability to work with accuracy, pay attention to detail, plan and organize events and produce accurate work products
• Dependable work habits including attendance, responsiveness and flexibility
• High level of adaptability and flexibility; ability to handle sensitive situations and confidential information with discretion.
• Self-directed professional with strong interpersonal skills and emotional intelligence.
• Strong organizational and project management skills with the ability to own and drive project schedules from start to finish, including managing peers and individuals senior to you.
• Ability to understand problems, think critically, and identify creative solutions.
• Candidate should demonstrate progressively responsible administrative/project coordination for a large, complex organization and supporting C-suite executives.
• Individuals must be committed to personal excellence and ongoing professional development.
• Ability to deal with stressful situations and expresses opinions and points of view in a way that promotes positive exchange with peers.
• Strong oral and written communication skills, interpersonal skills, and high customer service capabilities and delivery
• Daily able to see and read computer screens and other electronic equipment with screens, able to read documents, reports and engineering drawings
• Daily able to participate in conversations in person and via teleconference or phone and to hear sounds on production floor including safety warnings or alarms.
• Daily able to speak in conversations and meetings, deliver information and participate in communications
• able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts.
• weekly able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
• weekly able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
• weekly able to push and pull small office furniture and some equipment and tools.
• daily able to sit for long periods of time in meetings, working on the computer.
• weekly able to squat or kneel to retrieve or replace items stored on low shelving.
• daily able to stand for discussions in offices or on the production floor.
• 5% able to travel independently and at short notice.
• daily able to walk through office and production areas including uneven surfaces.
• Steel-toed shoes are required for all shop floor visit, appropriate hearing/eye protection may also be required when visiting the shop floor.

Nice To Haves

• IAAP certification is preferred

Responsibilities

• Manage and monitor Leadership Teams’ calendars including scheduling meetings, appointments, travel, etc.
• Coordinate and ensure travel arrangements are completed accurately
• Maintain contact with executive(s) while travelling and inform them regarding any actual or potential change in travel relative to contract, travel schedule and weather conditions
• Responsible for tracking the currency of work essentials such as passports, visas and licenses for VP
• Maintain, update and publish group calendar.
• Maintain and update contacts for executive(s)
• Prepare, process and maintain inventory of travel/expense reports for Executive Leaders
• Perform a wide range of administrative functions including documentation draft and preparation covering correspondence, announcements, presentations, requests for payments and signed authorizations for action
• Compose announcements/emails for Executive Leader approval and distribution
• Proofread and edit emails and announcements for VP and Directors upon request
• Establish and maintain working relationships with key contacts throughout executive(s) area of contacts
• Custodian for conference room reservations for all executive and customer meetings, workshops, HR orientations and VTC meetings
• Assist key executives in organizing projects, events, meetings, documents; ensuring accuracy in all events.
• Manage and coordinate VIPs and visitors needs during site visits, simulator demos, and tours
• Gather data and prepare weekly reports for leadership meetings and distribute accordingly to Airbus Kinston
• Assist Directors, Controller with Monthly Business Reports (MBRs) and quarterly all hands meetings
• Collect data from all department heads and prepare PowerPoint presentations for MBR meetings
• Revise MBR presentations/slides prior to releasing for executive meetings
• Prepare PowerPoint presentation for the employees, as needed
• Coordinate the quarterly all- hands meetings including catering, logistics, attendees, slide presentation for VP and VP directs
• Assist leadership team with administrative office duties, meetings, special events, including lunch & learn events
• Prepare and coordinate conference rooms reservations, conference calls, catering and logistics for VP team, and VIPs visiting the facility, including lunch and dinner arrangements
• Directly assist with conferences including processing invoices and arranging hotel registrations for leadership team and assist with the compilation of promotional, marketing materials, event booth and other duties as needed
• Responsible for event coordination i.e. holiday celebrations, employee appreciation events, employee related events and other special functions
• Responsible for maintaining knowledge of organizational issues and changes within the Airbus organization
• Other duties as assigned.

Benefits

• Competitive pay, incentive compensation which may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan (“ESOP”)
• Paid time off including personal time, holidays and a paid parental leave program.
• Comprehensive insurance coverage including medical, 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: Mid Level