Executive Assistant

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Job Description:

Position Summary: 

Performs a wide range of executive, administrative, and general support duties of a highly responsible, sensitive and confidential nature for the Vice President.

 Primary Responsibilities:

Manages daily activities: 50%

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

• Manages contacts using Google Suites to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with key events and major milestones.

• Interacts with stakeholders to gather and/or prepare background materials for internal and external C-Suite and Senior Management meetings with limited direction; ensures proper follow-up as required.

• Preparing presentations, dossiers, speeches, executive notes as necessary and steering the associated contributions.

• Monitor the status of key activities, milestones, interdependencies and critical paths, as well as regarding work progress, resources availability, action risks status.

• In the Vice President's absence, ensure priority matters are addressed by appropriate staff.

• Organize meetings, programs and events by arranging facilities, speakers and presentation material as necessary

• Using the Airbus "Click and Buy" process creates a purchase Order in Click n Buy with engagement letter and other applicable paperwork for approval.

• Manages the “Consultant” contracts, invoices, and expense reports.

• Manages equipment and supplies to ensure supported Procurement is fully equipped and up to date on technology and supplies.

• Schedule, plan, and stage in person meetings and technology set up for hybrid conference calls. 

• Maintain a working knowledge of ethical processes and procedures

Manages Correspondence: 25%

• Maintains confidentiality and uses a high degree of discretion while preparing materials for the Vice President.

• Facilitates senior executive office coordination at the Airbus level by interfacing with the staffs of Executives and Senior Managers.

• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication, and professionalism.

• Maintains physical and electronic office filing systems for the Vice President.

Manages travel planning and expense reporting: 15%

• Make travel arrangements for the Vice President. Becomes familiar with the specific, detailed needs of the Vice President and travel partners; creates consistent travel itinerary portfolios for reference. Prepares travel documents as needed.

• Optimize time of the Vice President when traveling or away from headquarters.

• Accurately oversees the tracking of expenses for the Vice President. Oversees, processing and submission of receipts accurately and on schedule. Maintains, detailed spreadsheet to track submissions and payments.

• Accurately track expenses for the Vice President and create and submit accurate expense reports in a timely manner.

Additional Responsibilities:  

Other duties as assigned:  10%

• Make arrangements for periodic workshops/ training, semi-annual and annual team meetings.

• Arrange meetings with Industry Stakeholders for visiting Leadership from Toulouse and other Airbus Global entities.

Qualified Experience / Skills / Training:   

 Education: 

●        High School diploma re