HR & WP Executive Assistant (Contract)

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Airbus is committed to providing reasonable accommodations as an Equal Opportunity Employer to applicants with disabilities. If you require assistance or an accommodation to complete your application, please contact us at USCareers@airbus.com

Job Description:

Position Summary:

The Human Resources and Workplace Executive Assistant is responsible for providing high-level operational support in a fast-paced environment to the Head of Human Resources and Workplace for North America and the HR & WP Chief of Staff, as well as facilitating successful collaboration amongst members of the HR Leadership Team (HRLT).

Primary Responsibilities:

Executive-level Administrative Support:  80%

  • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.

  • Makes complex travel arrangements for domestic and international travel 

  • Performs highly responsible duties of a confidential nature, maintains confidentiality and uses a high degree of discretion while preparing materials.

  • Works closely with the Chief of Staff to ensure delivery of all pertinent information needed for meetings, conferences, visitors, reports to corporate and headquarters, etc.

  • Treat all communications from the HO HR&WP NA and senior staff as highly sensitive and confidential.

  • Accurately oversees the tracking of expenses, processing and submission of receipts in a timely manner.

  • Develops procedures for creating and maintaining files and records. Leads and/or participate in the organization of HR events. 

  • Screens incoming calls/visitors and correspondence, responding independently when possible.

  • Organizes HR, Workplace and EHS Senior Management Meetings, prepares agenda, captures decisions & actions, develops PowerPoint presentations for presentations and meetings, produces and distributes Minutes of Meetings, ensures the follow-up of actions.

  • Reviews corporate communications, identifying and recommending actions required.

  • Collects and organizes input from the HR North America team.

  • Ad hoc project support. 

  • Manage invoices, assuring that goods/services have been received and pricing is correct, follows up with Accounts Payable on past due invoices and assists with budget tracking as required.

  • Manages travel planning and expense reporting for the HO HR NA

Organize Programs and Plan Events: 20%

  • Facilitate HR Leadership Team Meetings and HR & Workplace Calls: Suggest topics and prepare agendas, collect / distribute relevant documents and attend appropriate meetings, Record accurate minutes and track follow-up action items.

  • Perform complex and confidential administrative functions to include developing presentations and typing correspondence, memoranda, purchase requisitions, payment request & other department forms and documents.

  • Teamwork skills across organizational boundaries in support of company administrative requirements – support of events / other administrative staff.

  • Organize programs, events, meetings/conferences by arranging facilities & caterers (if needed), issuing information/invitations, coordinating speakers & overseeing/controlling event budget.

Qualified Experience / Skills / Training:

Education:

  • Bachelor’s Degree in Business Management, Human Resources, Communication or equivalent education and experience  is preferred.

Experience:

  • Required. 8+ years of progressive experience in a corporate environment and/or prior relevant experience in a Human Resource and/or corporate function. 

  • Prior experience working in a highly confidential environment desired.

Knowledge, Skills, Demonstrated Capabilities:

  • Professional demeanor with exceptional commitment to accuracy, detail, and follow-up.

  • Ability to effectively interface with and inform the HR Leadership Team.

  • Ability to effectively engage and partner with divisional leadership.

  • Organized with strong follow through and execution

  • Ability to work through ambiguity and flexibility; highly adaptable.

  • Ability to influence a diverse team to achieve a major business objective.

  • Strong attention to detail and high standards for quality and accuracy in work product

  • Excellent time management skills with ability to use independent judgment effectively.

  • A highly proactive, solution-oriented approach to work and interactions. 

Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):

  • Excellent verbal and written interpersonal communication skills.

  • Fluency in English required. Other languages (French, Spanish, German) are preferred. 

Technical Systems Proficiency:

  • Excellent PC skills, specifically Google Suite (Sheets, Docs, Slides, etc.)

Travel Required:

  • 10% Domestic and International, when organizational travel resumes

Eligibility:

  • Authorized to Work in the US

Job Dimensions, Contributions to Success:

  • This person must be well-organized, a self-starter and able to function with little direction.

  • Individual must have the ability to handle confidential information while exercising sound judgement and discretion.

Nature of Contacts:

Involved communication on a daily basis with internal and external parties.

Physical Requirements:

  • Vision:  adequate to enter and read material on computer screens. Able to identify individuals to initiate greetings, the giving of directions and other business interactions.

  • Hearing:  able to hear sufficiently to engage in conversation in office settings. Able to hear safety alerts and warning signals.

  • Speaking:  able to engage in conversations in person and via electronic means and deliver information to groups of varying size with or without amplification.

  • 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.

  • Carrying:  able to carry documents and/or electronic equipment up to 20lbs/9kg.

  • Lifting:  able to lift documents and/or electronic equipment up to 20lbs/9kg.

  • Pushing/Pulling:  able to push/pull items in office areas.

  • Sitting:  able to sit for extended periods of time at computer and in meetings.

  • Squatting/Kneeling:  able to occasionally squat or kneel to retrieve or replace items shelved on bottom shelves.

  • Standing:  able to stand for extended periods of time.

  • Travel:  able to travel independently and at short notice.

  • Walking:  able to walk through office and production areas including uneven surfaces.

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 Americas, Inc.

Employment Type:

Agency / Temporary

Experience Level:

Professional

Remote Type:

On-site

Job Family:

HR Expertise

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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 emsom@airbus.com.

Organisation: 
Airbus