Executive Administrator - Contract

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Job Description:

VAS Aero Services is looking for a 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,

Meet the Team:

As a multinational company with a global footprint, our business needs protection from security threats and assurance that our end-users (employees, customers and suppliers) have access to the tools and data they need, when they need it. Our partners depend on us to be reliable and secure. Our information management professionals are highly motivated, dynamic and diverse - we value collaboration, teamwork, solidarity, helping each other, achieving results and always putting Airbus first.

How We Care for You:

• Financial Rewards: Competitive base salary, incentive compensation which may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan (“ESOP”)

• Work/Life Balance: Paid time off including personal time, holidays and a generous paid parental leave program.

• Health & Welfare: 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. 

• Individual Development: 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.

Your Challenges:

• 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.

Your Boarding Pass:

• 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. (Preferred)

• 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).

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)

Physical Requirements: 

• 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. Daily

• 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. Daily

• Speaking:  able to speak in conversations and meetings, deliver information and participate in communications. Daily

• 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. Daily

• Carrying: able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs. N/A

• Lifting:  able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs N/A

• Pushing / Pulling:  able to push and pull small office furniture and some equipment and tools. N/A

• Sitting:  able to sit for long periods of time in meetings, working on computer. Daily

• 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. Daily

• 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. Daily

• Personal Protective Equipment required:  Required PPE includes, but is not limited to, Safety Shoes, Safety Glasses, Hearing Protection, Respirators/Masks, and/or Protective Gloves as required by site and/or customer site. N/A

• Administrative position only PPE required: Steel-toed shoes are required for all shop floor visit, appropriate hearing/eye protection may also be required when visiting the shop floor.

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.

Take your career to a new level and apply online now!

 

A full job description will be provided to candidates who progress to the interview stage or any candidate upon request.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

Company:

VAS Aero Services LLC

Employment Type:

Agency / Temporary

Experience Level:

Professional

Remote Type:

On-site

Job Family:

Support to Management

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Airbus provides equal opportunities to all individuals seeking assignment with Airbus without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. In addition to federal law requirements, Airbus complies with applicable state and local laws governing nondiscrimination in every location in which the company has facilities. Airbus expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. This assignment description does not constitute a written or implied contract of employment.

By submitting your CV or application you are consenting to Airbus using and storing information about you for monitoring purposes relating to your application or future employment. This information will only be used by Airbus.
Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation or religious belief.

Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to [email protected].