Administrative Assistant

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Job Description:

Job Summary:  Perform administrative functions and provide support to coordinate day-to-day correspondence, travel, schedule and activities for the VPs Quality and Civil Programs and their departments. Provides support and assistance to VPs, Quality and Civil Programs.

Primary Responsibilities:

Administrative:  100%

• Handling incoming telephone calls
• Coordinate and book travel
• Preparing, submitting and tracking expense reports and reconciling them against credit card statements
• Assisting in the proper distribution of budget by coding invoices for payment
• Create purchase requests and follow-up
• Coordinate meeting rooms and call-in numbers
• Compiling data, preparing reports and distributing as necessary (including Weekly Report)
• Composing correspondence
• Research/code invoices in SAP
• Submit Gifts & Hospitality applications
• Order meals for deliveries
• Creating/assisting in the creation of presentations
• Handling internal department and inter-departmental coordination
• Responding to routine e-mail requests as necessary and ensuring attention to urgent items
• Coordinating various communication tools and activities within the department and with other departments
• Performing research as necessary
• Preparing check requests as necessary
• Scheduling meetings, etc., with other Airbus Helicopter departments and personnel within AHI as required
• Maintaining contacts in database
• Assisting in the maintenance of department filing systems
• Ordering and maintaining office supply inventory

Additional Responsibilities:

Other duties as assigned:       

Qualified Experience and Training:   

Education:

Required

• High School degree or equivalent

Preferred

• Some college (2 years) or equivalent

Experience:

Required

• Minimum of three years of administrative experience.

Preferred

• None

Licensure/Certifications:

Required

Preferred

Travel Required:

• 10% Domestic and International

Citizenship:

•  Authorized to work in the US

Clearance:

Qualified Skills: 

Knowledge, Skills, Demonstrated Capabilities:

Required

• Proficiency in MS Office: Outlook, Excel, PowerPoint, Word

Preferred

• Concur, SharePoint, SAP

Communication Skills:

Required:

• Ability to communicate effectively in verbal and written form in English
• Ability to communicate effectively, verbally and in written form, and speak and hear clearly during telephone conversations with internal and external customers (English)

Preferred:

• None

Technical Systems Proficiency:

Required:

Preferred:

Complexity of the Role:

Level of Decision Making:

• Coordination and prioritization of calendars to make adjustments based on priority and communicating changes.

Organizational information:

Direct Reports:

Is this a people manager? (Yes or No)              

# of Exempt Reports:      

                # of Non-exempt Reports:      

Job Dimensions:

• Must provide the best customer service experience to our internal and external customers.

Nature of Contacts:

•  Interaction with other departments, vendors, external customers, internal customers and directing the caller/person to the right area to a