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Job Description:
Airbus Helicopters is looking for an Executive Assistant to join our Legal/HR Team in Grand Prairie, TX.
In this role, you will be responsible for providing high-level administrative support to the VP HR, Facilities, Security & Environment and VP Legal Affairs and their direct reports to ensure they can efficiently accomplish key tasks and company initiatives. You will also be responsible for general support for the Human Resources function along with HR-sponsored Event Planning & Coordination, all while offering polite and professional customer service.
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.
Your Challenges
General Departmental Support: 40%
Creating, tracking, and updating Purchase Orders through Airbus procurement systems for HR-related goods and services.
Order and assist with distribution and clean-up of food and beverage for New Hire Orientation, skip level meetings/roundtables, team meetings, and other HR-sponsored events and meetings
Obtaining and documenting receipts for purchasing cards from Procurement.
Ordering/receipt of HR and Legal & Compliance-related goods as requested.
Obtaining necessary approvals of and completing internal coding of HR- and Legal & Compliance-related invoices.
Assist with travel arrangements for candidates and other visitors as needed.
Coordinate and track interns in sending monthly birthday cards/assist as needed.
Update facility bulletin boards as needed.
Collect and distribute HR and Legal & Compliance mail and packages.
Create and maintain employee files.
Update AHI event and team calendars.
Refer department visitors to the appropriate staff member with inquiries.
Create and update HR- and Legal & Compliance-related presentation slides, including internal meeting slides and Service Award presentations.
Send out and follow up on meeting invitations for meetings and events, including Service Award events; book and set up conference rooms.
Coordinate and track interns in tracking and distributing employee recognition certificates and other items.
Create and update miscellaneous presentations, flyers, graphics, invitations, documents, forms, and reports in G-suite.
Assist in data/document collection for litigation and administrative claims, as needed.
Assist with issuance of litigation/document hold notices, obtaining acknowledgments from employees, and notifying personnel when notices terminated.
Assist in maintaining currency of departmental libraries in Document Center or equivalent.
Executive Administrative Support: 30%
Coordinate executive communications, including taking calls, responding to emails and collaborating with clients.
Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintain the executive's appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
Support both executive teams as required.
Record meeting discussions as requested and maintain department-filing systems.
Order and maintain office supply inventory.
Arrange domestic and international travel and submit for management approval for VP Legal Affairs.
Prepare and track expense reports and reconcile credit card statements for VP Legal Affairs.
Assist in the development of the annual department budget.
Assist in the proper distribution of budget by coding invoices for payment.
Proactively follow the budget on a monthly basis and review it with the financial controller.
Assist both executives in the development of presentations and white papers for internal and external audiences.
Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
HR and Legal & Compliance-sponsored Event Planning & Coordination: 30%
Assist in planning and organizing employee engagement and other events, collaborating with HR, Legal & Compliance, and/or other departments to ensure smooth execution.
Participate in event planning activities.
Coordinate event logistics, including booking venues and conference rooms, and managing event supplies.
Send event invitations and track RSVPs, ensuring accurate attendee lists.
Prepare event materials and supplies, such as agendas, signage, gift bags, name tags, and other necessities.
Manage event budgets, track expenses, and help ensure events remain within budget.
Oversee and assist with event set-up and breakdown.
Organize and communicate with the HR and/or Legal & Compliance team, providing them with the necessary resources and information.
Liaise with the Communications Team for social media posts, photos, and AHI Community page updates.
Work with the Communications Team to write post-event intranet posts and newsletters.
Take photos at employee events for internal communications and social media.
Coordinate with the Facilities team on event logistics, including creating work orders for event setup and breakdown.
Assist with setting up and taking down holiday decorations.
Collect and analyze post-event feedback to evaluate event success and improve future events.
Your Boarding Pass
Associates degree in Business Administration, or equivalent experience.
Minimum of ten (10) years’ progressive experience providing administrative support.
Collaborative individual with a positive attitude, enthusiasm, professionalism and strong work ethic with a high level of integrity and confidentiality.
Ability to communicate effectively in verbal and written form in English
Data analytics skills (ability to build & maintain dashboard)
Google Suite
<5% Domestic and International
Able to work in the US without a current or future need for visa sponsorship
Preferred Education/Skills
Bachelor’s degree in Business Administration, or equivalent experience.
Minimum of five (5) years’ experience providing administrative support to senior-level management
Project Management experience
Keep/Jamboard
Take your career to a new level and apply now!
A full job description will be provided to candidates whom progress to interview stage or any candidate upon request.
Physical Requirements
- On site presence is required
- Vision: able to see and read computer screens and other electronic equipment with screens, able to read documents, and reports. Daily
- Hearing: able to participate in conversations in person and via teleconference or 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 telephones, copies, most office and personal electronic equipment. Daily
- Carrying: able to carry documents, tools, drawings, electronic equipment up to 10lbs. Daily
- Lifting: able to lift documents, tools, drawings, electronic equipment up to 10lbs. Daily
- Pushing / Pulling: able to push and pull small office furniture. Occasionally
- Sitting: able to sit for long periods of time in meetings, working on the computer. Daily
- Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving. Occasionally
- Standing: able to stand for discussions in offices or on the production floor. Daily
- Travel: able to travel independently and at short notice. <5% annually
- Walking: able to walk through office and production areas including uneven surfaces. Daily
- Personal Protective Equipment required: Required PPE includes, but is not limited to, Safety Shoes, Safety Glasses, Hearing Protection, Respirators/Masks, and/or Protective Gloves as required by site and/or customer site
- Administrative position only PPE required: Steel-toed shoes are required for all shop floor visits, appropriate hearing/eye protection may also be required when visiting the shop floor.
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:
Support to Management
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Job Posting End Date: 01.24.2025
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.
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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.
