Senior Administrative & Project Assistant

Job Description
This executive support position anticipates, plans, schedules, develops and implements activities that expedites and facilitates the functions and activities of the Quality Senior Director and other key directors on the Quality 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.
Your Challenges:
Primary Responsibilities:
Description – Executive Support: 50%
Manage and monitor VP and Director’s calendars including scheduling meetings, appointments, travel, etc.
Coordinate and ensure travel arrangements are completed accurately
Maintain contact with executive(s) while traveling and inform regarding any actual or potential change in travel relative to contract, travel schedule and weather conditions
Responsible to track 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 T&E (travel/expense) reports for VP and VP directs
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 VP approval and distribution to ATC team
Proofread and edit emails and announcements for VP and Directors upon request
Attend meetings in VP’s absence and take minutes as needed
Establish and maintain working relationships with key contacts throughout executive(s) area of contacts
Manage and compose welcome screen information for VIPs and customer visits
Custodian for conference room reservations for all executive and customer meetings, workshops, HR orientations and VTC meetings
Assist VP or his key executives in organizing projects, events, meetings, documents; ensuring accuracy in all events.
Description - Weekly/Monthly/Quarterly Reports and Meetings: 20%
Gather data and prepare weekly reports for leadership meetings and distribute accordingly
Assist Directors with Monthly Business Reports and quarterly all hands meetings
Collect data from all department heads and prepare Slides presentations for monthly meetings
Revise presentations/slides prior to releasing for executive monthly meetings
Prepare presentations for the employee lounge screen on a weekly basis
Coordinate the quarterly all hands meetings including catering, logistics, attendees, slide presentation for VP and VP directs
Description – Office Administration and Events Coordination 30%
Assist leadership team with administrative office duties, meetings, special events, including lunch & learn events, consistent with and having little or no impact on primary duties
Prepare and coordinate conference rooms reservations, conference calls, catering and logistics for VP team, and VIPs visiting the MOBILE including lunch and dinner arrangements
Responsible for event coordination i.e. vacation celebrations, employee appreciation events, united way employee related events and other special functions
Responsible for maintaining knowledge of organizational issues and changes within the Airbus organization