Administrative Assistant

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Job Description:

Position Summary:

Functions as the operational backbone of daily office operations providing comprehensive administrative support to ensure organizational efficiency for the Senior Leadership Team (SLT) and plant operations in Kinston NC. This role is responsible for managing critical scheduling needs such as calendar oversight complex travel bookings and conference room logistics while facilitating essential financial administrationincluding expense reporting and processing purchase orders and goods receipts. Additionally this position acts as a key operational liaison by coordinating event planning managing visitor onboarding and ensuring onsite safety compliance through PPE distribution to maintain seamless business workflows.

Primary Responsibilities:

Administrative Support & Operations: 45%

• Manages complex calendar scheduling travel bookings and conference room availability for the leadership team.

• Coordinates prepares and distributes high-quality daily report outs presentations and operational updates.

• Gathers processes and analyzes data using standard corporate tools to support the departmental Performance Management System.

• Drafts professional emails letters and general correspondence for leadership signature ensuring absolute spelling grammatical and formatting accuracy.

Coordination Alignment & Financial Administration: 30%

• Facilitates critical financial tasks including entering purchase orders processing goods receipts and managing expense reporting in Concur/SAP in strict compliance with corporate financial policies.

• Proactively tracks action items requested by or requiring approval from leadership to ensure timely review signature and response.

• Captures detailed accurate meeting minutes for key departmental and project meetings ensuring timely distribution to all stakeholders.

Event Management Office Logistics & Hospitality: 20%

• Organizes onsite and offsite ancillary activities including team dinners catering coordination and internal celebrations.

• Manages onsite visitor logistics serving as a welcoming point of contact and ensuring safety compliance through the procurement management and distribution of necessary Personal Protective Equipment (PPE) for site safety.

• Supports general office coordination mailing and supply inventory maintenance.

Additional Responsibilities:

• Other duties as assigned. 5%

Education:

• Required: High School Diploma or equivalent combined with a robust track record of practical administrative experience.

• Preferred: Bachelors Degree in Business Administration Operational Management or a related field.

Experience:

• Required: 3 years of experience in an administrative support capacity supporting multiple departments or senior leadership.

• Preferred: Prior administrative experience in an industrial aviation manufacturing or aerostructures operational environment.

Knowledge Skills Demonstrated Capabilities:

Required:

• Outstanding detail orientation with exceptional proofreading writing and editing skills.

• Proactive self-motivated attitude with a proven willingness to learn new systems and processes.

• Absolute discretion and demonstrated capability to manage highly confidential and sensitive business information.

• Exceptional time management skills with a proven capability to prioritize tasks and handle shifting priorities in a fast-paced environment.

Preferred:

• Supportive and highly adaptable demeanor when navigating a dynamic changing department.

• Strong critical thinking skills with the ability to clarify ambiguous details and solve minor operational problems independently.

Communication Skills (Spoken Written Influencing Proficiency in Other Languages):

• Excellent written and spoken English communication skills. Demonstrated capability to convey complex information clearly draft corporate-level correspondence and maintain a highly collaborative welcoming and positive team-oriented attitude.

Technical Systems Proficiency:

• Required: High proficiency with G Suite / Google Workspace (Docs Sheets Slides Drive) and Microsoft Office Suite.

• Preferred: Active experience using Concur for travel and expense management as well as SAP or other ERP systems for entering purchase orders and performing goods receipts.

Travel Required:

• <5% Domestic and International

Eligibility:

• Eligible for employment in the US.

Clearance:

• None.

Decision Making Complexity:

• Demonstrated ability to untangle complex issues identify root causes and formulate clear actionable strategies even when faced with incomplete information.

• Strong critical thinking skills with a proven track record of applying quantitative and qualitative analysis to solve intricate administrative or operational problems.

• Demonstrates the ability to prioritize daily operational tasks manage calendar scheduling conflicts and address immediate administrative inquiries with minimal supervision.

Organizational information:

• Is this a people manager No

• Direct Reports: Exempt: 0 Non-exempt: 0

• Overview: This role operates as an operational administrative assistant directly supporting the Director and the broader leadership team within the Kinston NC organization.

Physical Requirements:

• Onsite or remote: 100% Onsite at the Kinston NC company location.

• Vision: Able to see and read computer screens/electronic equipment documents reports and engineering drawings daily.

• Hearing: Able to hear to participate in conversations in person and via teleconference/phone and to hear sounds on the production floor including safety warnings or alarms daily.

• Speaking: Able to speak in conversations and meetings deliver information and participate in communications daily.

• Equipment Operation: Able to operate personal computer telephone copier and related office equipment daily.

• Carrying: Able to carry documents files catering supplies or personal protective equipment up to 30lbs/14kgs daily.

• Lifting: Able to lift files paper boxes office supplies or protective equipment up to 30lbs/14kgs daily.

• Pushing/Pulling: Able to push and pull small office furniture office chairs and supply carts daily.

• Sitting: Able to sit for long periods of time in meetings working on computers daily.

• Squatting/Kneeling: Able to squat or kneel to retrieve or replace files or office supplies stored on low shelving daily.

• Standing: Able to stand for discussions in offices or on the production floor daily.

• Travel: Able to travel independently and at short notice several times a year.

Equal Opportunity: Airbus is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion gender gender identity or expression sexual orientation national origin genetics disability age or veteran status. Airbus is also committed to compliance with all fair employment practices regarding citizenship and immigration status.

As a leader in our field Airbus provides relocation assistance for qualified positions and a comprehensive compensation and benefits package.

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.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity as the foundation for the Companys success reputation and sustainable growth.

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