Sr Administrative Assistant - Engineering

Airbus • Grand Prairie, TX

1d • Onsite

About The Position

Airbus Helicopters is looking for a Sr Administrative Assistant - Engineering to join our Engineering Team based in Grand Prairie, TX. The role involves managing internal department and inter-departmental coordination, providing document management support, and offering administrative assistance for IT and facilities related issues. The position also requires maintaining improvement projects status reporting, representing the department in safety events, scheduling meetings, and ensuring confidentiality. Additionally, the role is responsible for program and budget coordination, including data collection for planning and budget preparation, managing KPIs, coding invoices, and handling vendor purchase orders. Communication tasks include coordinating executive communications, managing calendars, responding to emails, and screening calls. Other duties as assigned.

Requirements

• High school diploma or equivalent
• Minimum 6 years of administrative experience.
• Up to 5% Domestic and International Travel involved
• Must be a US Person under ITAR regulations (citizen, green card holder or someone covered by ITAR license)
• Organizational abilities: able to manage numerous duties simultaneously; set priorities and develop a plan of action
• Highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment
• Problem solving skills: solve issues that arise with the confidence of good judgement
• Planning talents: anticipate resources that are needed to complete projects on time
• Time Management: use electronic calendar to identify and schedule meetings that maximize attendance
• Collaborative individual with a positive attitude, enthusiasm, professionalism and strong work ethic with a high level of integrity
• Self-starter with the flexibility and willingness to take on new tasks/projects and adapt to changes in current responsibilities as the need of the business evolves.
• Ability to communicate effectively in verbal and written form in English
• Requires ability to communicate effectively verbally and in written form in English; must be able to interact with all levels of staff and management
• Possess strong interpersonal skills for fostering teamwork and creating positive connections with internal and external customers
• Ability to maintain customer confidence and protects operations by upholding a strict level of confidentiality
• Office or Google software programs proficiency, including spreadsheets, databases, graphic presentation software and sending messages via email and some social media

Nice To Haves

• Previous SAP Experience

Responsibilities

• Manage internal department and inter-departmental coordination
• Provide document management support (create new users, resolve users tickets, liaise with administrator, request data classification)
• Provide administrative support (assist users with tickets creation and elevation) for IT and facilities related issues
• Maintain improvement projects status reporting
• Represent the department in routine operational safety events
• Schedule meetings with external customers and with other AHNA departments and personnel within Airbus Group as required.
• Maintain customer confidence and protect operations by upholding a strict level of confidentiality
• Assume responsibility for the timely completion of various projects as well as action items in e-mail
• Arrange domestic and international travel and submit for management approval.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Coordinate activities (data collection, preparation meetings) for Engineering Demand Planning (EDP)
• Collect and manage WBSe allocated to engineering.
• Ensure consistency between EDP and WBSe
• Coordinate activities (data collection, preparation meetings) for engineering budget preparation
• Collect data and maintain engineering KPIs (ex: On Target Cost monitoring report)
• Assist in the proper distribution of expenses vs budget categories by coding invoices for payment
• Manage Vendor Purchase Orders / Purchase Requisitions, Vendors setup / update, payment monitoring
• Order and maintain office supply inventory
• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications.
• Coordinate various communication tools and activities within the department and with other departments within AHNA
• Manage calendar & meeting organization
• Respond to routine e-mail requests as necessary and ensure attention to urgent items
• Screen and direct incoming telephone calls
• Compose correspondence
• Maintain contacts
• Greet and escort visitors
• Other duties as assigned

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
• Unlimited access to 10,000+ e-learning courses focusing on ways to develop your employability, certifications, career path
• Opportunity to participate in accelerated development programmes
• National and international mobility

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED