Senior Administrative Assistant

Job Description

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• Aviso: Transparencia en el Pago No Discriminación (Spanish)

Job Description:

Airbus Helicopters is looking for a Sr Administrative Assistant to join our Technical Support Team in Grapevine, TX.

The Sr Admin Assistant performs a broad range of administrative functions in support of the Customer Operations Center in Grand Prairie and coordinates the day-to-day correspondence and activities for the Sr. Director Technical Support, Manager, Technical Support and Technical Publications.

Meet the team:

From building to servicing the next generation of aerospace, our team focuses on quality, productivity and efficiency. We ensure the highest quality of care and safety is built into each aircraft we assemble and maintain. Our team members make it happen.

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.

How we care for you:

• Financial Rewards: Competitive base salary, incentive compensation which may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan (“ESOP”)

• Work/Life Balance: Paid time off including personal time, holidays and a generous paid parental leave program.

• Health & Welfare: Comprehensive insurance coverage including medical (traditional and high-deductible health plans), prescription, dental, vision, life, disability, Employee Assistance Plan (“EAP”) and other supplemental benefit coverages.

• Individual Development: Upskilling and development opportunities through our global Leadership University, including unlimited access to 10,000+ e-learning courses focusing on ways to develop your employability, certifications, career path as well as the opportunity to participate in accelerated development programmes and both national and international mobility.

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:

Administrative Support: 45%

• Coordinate and distribute (weekly) Technical Support team activity and availability schedule. (Vacation, travel etc.) (Week at a Glance)

• Establish schedules requiring internal departmental and interdepartmental coordination and communication with other AHI departments for visits of customers.

• Assist with preparation of expense reports and travel arrangements for management team and any S&S team members who require assistance to plan their business travel or prepare and submit their expense reports, as authorized by S&S management team; provide policy and system guidance and general support and assistance to other team members in making their own travel arrangements and preparing their own expense reports.

• Code invoices for payment for accurate department accounts and allocations. (Cost center and GL codes for Click and Buy etc.)

• Obtain quotes or estimates to support purchase requisitions and submit PRs consistent with purchasing authority and company purchasing policies and procedures.

• Track and coordinate Technical Support tooling rental and calibrations.

• Coordinate and distribute Quarterly standby schedule. (Multiple departments)

• Coordinate, plan, and support departmental meetings and events on- and offsite as authorized and requested by department management, including procurement of items or services in compliance with purchasing policies and procedures

• Assist with upkeep of department common areas, including stocking, replenishment and ordering of office, meeting room, and break room supplies and arranging for repair or maintenance as authorized.

Customer Support: 30%

• Manage incoming calls for routing to correct individuals or departments during standard business hours and coordinate to arrange for continuous, live coverage of calls during standard business hours with other S&S administrative staff.

• Coordinate after-hours answering service and maintain and update related script and process with approval from department manager

• Plan and prepare for S&S customer and company-sponsored visits and related events, including security clearance tasks, catering needs, and assisting with meeting room setup and clean-up.

• Plan, support to acquire required approvals for meetings and events.

• Collaborate with other departments on contents and distribution of Customer Support Directory (CSD)

Reporting and record keeping: 25%

• Track and maintain training records and recurrently requirements

• Coordinate and support updates for customer related data in salesforce and WebTEK.

• Maintain and distribute updates for department actions and projects as requested or authorized by management.

·Your boarding pass:

Education:

Required

• High School Diploma or equivalent

Preferred

• Some college (2 years)

Experience:

Required

• Minimum of six (6) years of administrative experience.

• Experience in a customer support role

• Experience in project management

Licensure/Certifications:

Required

• None

Preferred

• None

Travel Required:

• 5% Domestic

Citizenship:

• US Person under ITAR definition (U.S. Citizen, green card holder or person covered under our existing ITAR license)

Clearance:

• None

Qualified Skills:

Knowledge, Skills, Demonstrated Capabilities:

Required

• Professional level written, presentation, and verbal communication.

• Accurate evaluation and interpretation of contracts, data deliverables and procedures.

• Ability to independently plan, prioritize and organize.

• Ability to effectively coordinate and collaborate with other administrative staff inside and outside the department to achieve common departmental and company goals

• Work effectively with cross-functional teams and customers in a fast paced environment.

• A high level of integrity and an understanding of the importance of protecting the interests of the company while also ensuring customer satisfaction is critical

Preferred

• None

Communication Skills:

Required:

• Ability to communicate effectively in verbal and written form in English

• Highly proficient in reading, writing and speaking English as the international language of aviation.

Preferred:

• Fluency in other languages is an advantage.

Technical Systems Proficiency:

Required:

• Office software programs including spreadsheets, graphic presentations, messaging etc.

Preferred:

• Google G-suite, SAP, Salesforce

• Experience with expense reporting software

Complexity of the Role:

Level of Decision Making:

Able to use sound judgment and sophisticated decision making skills to:

• Accurately handle sensitive documents

• Identify and optimize cost reduction opportunities within realm of authority and responsibility

• Protect proprietary documentation from inappropriate recipients

• Accurately review expense reports and provide guidance on travel and expense policy as needed

• Exhibit proper communications etiquette.

• Ensure that AH internal/external customers receive all necessary communications as the need arises for them to conduct safe and compliant operations.

• 99% on site work with a 5 day 8 hour schedule.

Take your career to a new level and apply online now!

A full job description will be provided to candidates whom progress to interview stage or any candidate upon request.

Employment with Airbus is at will,
meaning either the company or the employee can terminate the employment relationship at any time, with or
without cause, with or without notice.
NOTE: Airbus Helicopters, Inc. reserves the right to revise or change job duties and responsibilities as the
need arises. This position description does not constitute a written or implied contract of employment.

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 Helicopters, Inc.

Employment Type:

US - Direct Hire

Experience Level:

Professional

Remote Type:

On-site

Job Family:

Administration / Documentation <JF-FA-SA>

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Job Posting End Date: 01.24.2025

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Airbus provides equal employment opportunities (EEO) to all employees and applicants for employment 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 employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, demotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits and training. 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. As a matter of policy, Airbus does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered. Airbus does not offer tenured or guaranteed employment. Employment with Airbus is at will, meaning either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice. Airbus reserves the right to revise or change job duties and responsibilities as the need arises. This position 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.