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Senior Administrative Assistant (Communications)

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Airbus

Sep 7, 2024

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Grand Prairie
  • Quick Apply

AI generated summary

  • You need 6 years of admin experience, 10% travel availability, and must work in the US without visa sponsorship.
  • You will support communications and marketing leads, manage vendor invoices, coordinate meetings and travel, track expenses, assist with trade shows, and ensure security for visitors.

Requirements

  • 6 years of administrative experience
  • 10% Domestic and International travel availability
  • Ability to work in the US without current, or future, need for visa sponsorship/work authorization is required for this opportunity.

Responsibilities

  • Provide primary support and assistance to the Head of Communications and communications department.
  • Provide secondary support to the Head of Marketing, Head of Sales as required
  • Manage Purchase Requests for department contractors/vendors/affiliates, including obtaining quotes and invoices in a timely manner
  • Follow through to ensure successful completion/updates of Purchase Orders as required
  • Code and manage all vendor invoices in SAP
  • Follow up with Accounts Payable on past due invoices
  • Be able to provide clear status reports of open and ongoing POs
  • Presenting with outside vendors as well as internal customers daily
  • Assist with the planning, logistics, and travel for on-site/off-site meetings and conferences
  • Book conference rooms and manage logistics for on-site meetings, including catering as required
  • Coordinate various communication tools, meetings and activities with other departments within AHI
  • Book travel and/or complete expense reports as requested for department leads only
  • Attend meetings, document action items and distribute to team as requested
  • Order requested office/work supplies for internal personnel
  • Order requested promotional items, track deliveries, and manage inventory of storage space for comms/marketing
  • Submit Gifts & Hospitality requests when applicable
  • Provide support as requested for the execution of our Sponsorship, Donations, and Memberships annual list
  • Prepare and track expense reports for customers supporting Airbus trade shows, including setting up the necessary profiles, coordinating with customers, and tracking expenses and payment
  • Administer customer badges for trade shows and assist with ordering employee badges as requested by the Manager of Trade Shows and Exhibitions
  • Book travel and hotel rooms for customers
  • Ensure proper security procedures for all on-site visitors and assist with logistics of visits and tours for the Grand Prairie, TX facility
  • Manage shipping of promo items or other materials to and from various shows and events as requested

FAQs

What is the primary role of the Senior Administrative Assistant in the Communications team?

The primary role includes supporting the Communications team by performing various administrative functions, managing invoices and payment processes, and coordinating activities for the team and external customers and partners.

Where is this position located?

This position is located onsite in Grand Prairie, TX.

What type of experience is required for this position?

The position requires a minimum of 6 years of administrative experience.

Is travel required for this position?

Yes, there is a requirement for 10% domestic and international travel availability.

What are the main responsibilities of this position regarding vendor invoices?

Responsibilities include managing purchase requests for contractors/vendors, coding and managing all vendor invoices in SAP, and following up with Accounts Payable on past due invoices.

Will the Senior Administrative Assistant provide support to other departments?

Yes, the position will provide secondary support to the Head of Marketing and the Head of Sales as required.

What kind of administrative tasks will be involved in this role?

Tasks will include booking travel, coordinating meetings, ordering office supplies, and managing logistics for on-site and off-site events.

Are there any specific physical requirements for this position?

Yes, candidates must be able to perform tasks such as sitting for long periods, lifting documents and electronic equipment up to 10 lbs, and walking through office and production areas.

Does this position require compliance awareness?

Yes, the job requires an awareness of potential compliance risks and a commitment to acting with integrity.

Is there a possibility for flexible work arrangements?

Yes, Airbus supports flexible working arrangements wherever possible to stimulate innovative thinking.

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Airbus

We pioneer sustainable aerospace for a safe and united world.

Defence & Aerospace
Industry
10,001+
Employees
2014
Founded Year

Mission & Purpose

Airbus pioneers sustainable aerospace for a safe and united world. The Company constantly innovates to provide the most efficient and technologically-advanced solutions in aerospace, defence, and connected services. In commercial aircraft, Airbus offers the most modern and fuel-efficient airliners. Airbus is also a European leader in defence and security and one of the world's leading space businesses. In helicopters, Airbus provides the most efficient civil and military rotorcraft solutions worldwide. Airbus approaches sustainability by respecting the planet, valuing people and enabling prosperity. These guiding principles are embedded in our operations and activities. In 2022, the Company generated revenues of €58.8 billion and employed a workforce of around 134,000.

Culture & Values

  • Customer Focus

    Customer focus is deeply embedded into our mindset, driving us to deliver on time, on cost and on quality. We partner with our customers to satisfy their needs and deliver benefits through valuable and sustainable solutions. We understand that each of us has an impact on customer relations through the work we do, which is why we always act with integrity and to the highest professional standards.

  • Integrity

    We work with integrity, choosing to speak up when our principles for ethical conduct are not respected. Our zero tolerance on unethical and non-compliant actions enables us to move forward with positivity and care. We act as ambassadors for the company, representing the integrity of Airbus even when we are outside work. The Airbus Ethics and Compliance programme seeks to ensure that the company business practices not only conform to applicable laws, regulations and principles, but remains above all ethical standard benchmarks.

  • Respect

    Respect guides us in our daily interactions. We respect each other, our customers and our products. We focus on building trust through transparent and honest communications. We create inclusive working environments, where all employees are listened to and valued for their individuality. We treat each other, and all our stakeholders, in the same considerate way that we would wish to be treated ourselves.

  • Creativity

    We value and encourage creativity. We recognise that creativity exists in many forms, with ideas brimming at every level, from “shoot for the moon” ambitions, right down to our daily work. Creativity can often mean simply looking at things in a different way and our collaborative culture allows us to build on ideas and continually improve the work that we do. We make sure that everyone at Airbus has the time, space and tools to progress ideas with imagination and passion. We are always ready to act with courage, challenging our ideas and learning from our processes when we need to go back to the drawing board.

  • Reliability

    We strive to maintain and build on our standards, proving and cementing our reputation for reliability. We each feel responsible for the collective success and progress of our global team and take accountability for our actions and outputs. We are dependable and can be trusted to ensure the safety and success of our products. We take pride in our work, ensuring the service and products we deliver are exceptional and completely reliable.

  • We are One / Team Work!

    We understand that there is power in individuals, but believe there is a much greater power in collaboration and teamwork. We seek to create engaging and inclusive workplaces, where everyone has the freedom to speak up and listen to each other with an open mind.

Benefits

  • Company Pension Scheme

  • Employee Discounts

  • Health Insurance

  • Parental Leave

  • Paid and Unpaid Holidays