Senior Administrative Assistant (Communications)

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Job Description:

Airbus Helicopters is looking for an Senior Administrative Assistant to support the Communications team, performing a variety of administrative functions for communications and the company-wide Sponsorships, Donations and Memberships. Primary responsibilities include day to day coordination, management of invoices/payment processes and assisting with coordinating activities of the team as well as external customers and partners as applicable. This position will also support the Marketing and Sales teams as requested.

This position is located onsite in Grand Prairie, TX.

Meet the Team:

Our Communications team members provide effective communications to support a variety of Airbus programs through strategic internal, external, social media and crisis communications. Our team is fluent in all areas of digital communications, media and public relations. We leverage available channels and tools, as well as creating new ones. We partner with business units throughout Airbus to position the company as a brand of choice for external customers and employees alike. Join the Communications team and help tell the Airbus story.

Your Working Environment:

A suburb just outside the Dallas-Fort Worth metropolitan area is home to Airbus Helicopters U.S. regional headquarters, where we have more than 1,000 employees. Check out one of the seven professional sports teams that also call Dallas home - you may even see a special, custom Airbus helicopter dedicated to the Dallas Cowboys flying during home games.

At Airbus, we support you to work, connect and collaborate more easily and accessibly. Wherever possible, we foster flexible working arrangements to stimulate innovative thinking.

Your Challenges:

• Provide primary support and assistance to the Head of Communications and communications department. 

• Provide secondary support to the Head of Marketing, Head of Sales (as required)

• Accounting responsibilities: 

  • Manage Purchase Requests for department contractors/vendors/affiliates, including obtaining quotes and invoices in a timely manner

  • Follow through to ensure successful completion/updates of Purchase Orders as required

  • Code and manage all vendor invoices in SAP 

  • Follow up with Accounts Payable on past due invoices

  • Be able to provide clear status reports of open and ongoing POs.

  • Presenting with outside vendors as well as internal customers daily

• Assist with the planning, logistics, and travel for on-site/off-site meetings and conferences 

• Book conference rooms and manage logistics for on-site meetings, including catering as required 

• Coordinate various communication tools, meetings and activities with other departments within AHI

• Book travel and/or complete expense reports as requested for department leads only (does not include expense reports for comms/marketing/sales teams unless specifically assigned)  

• Attend meetings, document action items and distribute to team as requested

• Order requested office/work supplies for internal personnel

• Order requested promotional items, track deliveries, and manage inventory of storage space for comms/marketing 

• Submit Gifts & Hospitality requests when applicable 

• Provide support as requested for