Executive Office Manager
Airbus
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Job Description:
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.
Meet the Team:
Our team at Airbus Aerosystems Kinston manufactures crucial aircraft components. On the shop floor you’ll be surrounded by individuals who are passionate about aviation and skilled in areas like electrical, structure and quality. Join our team and help build the next generation of aircraft.
Your Working Environment:
The Airbus Aerosystems Kinston facility sits at the forefront of aerospace manufacturing, specializing in the production of large, advanced composite aerostructures. Our team builds critical components for the state-of-the-art Airbus A350 XWB, including the composite center fuselage and wing spar.
How We Care for You:
Financial Rewards: 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”)
Work/Life Balance: Paid time off including personal time, holidays and a paid parental leave program.
Health & Welfare: Comprehensive insurance coverage including medical, 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:
Executive Support: 50%
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
Weekly/Monthly/Quarterly Reports and Meetings: 20%
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
Office Administration and Events Coordination: 30%
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
Additional Responsibilities: Other duties as assigned.
Your Boarding Pass:
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
Qualifications/Skills:
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
IAAP certification is preferred
Physical Requirements:
● Onsite or remote: 100% Onsite
● Vision: Daily able to see and read computer screens and other electronic equipment with screens, able to read documents,
reports and engineering drawings
● Hearing: 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.
● Speaking: Daily 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: weekly able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
● Lifting: weekly able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs.
● Pushing / Pulling: weekly able to push and pull small office furniture and some equipment and tools.
● Sitting: daily able to sit for long periods of time in meetings, working on the computer.
● Squatting / Kneeling: weekly able to squat or kneel to retrieve or replace items stored on low shelving.
● Standing: daily able to stand for discussions in offices or on the production floor.
● Travel: 5% able to travel independently and at short notice.
● Walking (include routine walking such as to a shared printer to retrieve documents): daily able to walk through office and
production areas including uneven surfaces.
● 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
● 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.
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.
Equal Opportunity:
All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status
As a leader in our field, Airbus provides relocation assistance for qualified positions and a comprehensive compensation and benefits package.
As a matter of policy, Airbus does not sponsor visas for US positions unless specified. Only applicants with current work authorization
will be considered.
Airbus does not offer tenured or guaranteed employment. Employment with Airbus is at will, meaning either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice.
NOTE: Airbus reserves the right to revise or change job duties and responsibilities as the need arises. This position description does
not constitute a written or implied contract of employment.
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:
Airbus Aerosystems Kinston, IncEmployment Type:
US - Direct HireExperience Level:
ProfessionalRemote Type:
On-siteJob Family:
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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 emsom@airbus.com.
