Executive Assistant - HR

Airbus • Herndon, VA

8d • Onsite

About The Position

Airbus Commercial is looking for a Executive Assistant - Human Resources to join our team in Herndon, Va. The Human Resources and Workplace (HR & WP) Executive Assistant is responsible for providing high-level operational support in a fast-paced environment to the Head of Human Resources and Workplace for North America (HO HR&WP NA) and the HR & WP Chief of Staff, as well as facilitating successful collaboration amongst members of the Regional HR & WP Leadership Team for the different divisions within Airbus in North America and with their counterparts in Europe. Meet the Team: Working in our Human Resources department, it’s our mission to help support Airbus’ greatest assets: our team members. Our team works cross-departmentally as well as with our global counterparts to ensure we are making a positive impact on all aspects of our employee experience. Your Working Environment The Washington, D.C. metro area is home to multiple Airbus offices: In our nation’s capital you will find the Airbus Experience Center, a collection of interactive, multimedia exhibitions highlighting the extensive role the company plays in the aviation, aerospace and defense industries in the U.S. and around the world. The D.C. area is also home to our regional corporate headquarters – located adjacent to Washington Dulles International Airport (IAD) - it makes flying in a breeze! 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 Executive-level Administrative Support: 80% Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements. Performs highly responsible duties of a confidential nature, maintains confidentiality and uses a high degree of discretion while preparing materials. Works closely with the Chief of Staff to ensure delivery of all pertinent information needed for meetings, conferences, visitors, reports to corporate and headquarters, etc. Accurately oversees the tracking of expenses, processing and submission of receipts in a timely manner. Manage invoices, assuring that goods/services have been received and pricing is correct, follows up with Accounts Payable on past due invoices and assists with budget tracking as required. Develops procedures for creating and maintaining files and records. Reviews corporate communications, identifying and recommending actions required. Organize Programs and Plan Events: 15% Organize and facilitate HR Leadership Team Meetings and HR & Workplace Calls: Suggest topics and prepare agendas, collect / distribute relevant documents and attend appropriate meetings, Record accurate minutes and track follow-up action items. Perform complex and confidential administrative functions to include developing presentations and typing correspondence, memoranda, purchase requisitions, payment request & other department forms and documents. Teamwork skills across organizational boundaries in support of company administrative requirements – support of events / other administrative staff. Lead and/or participate in the organization of HR events. Organize programs, events, meetings/conferences by arranging facilities & caterers (if needed), issuing information/invitations, coordinating speakers & overseeing/controlling event budget. Other duties as assigned: 5%

Requirements

• Bachelor’s Degree in Business Management, Human Resources, Communication or equivalent education and experience.
• 10 years of progressive experience in a corporate environment and/or prior relevant experience in a Human Resource and/or corporate function.
• Prior experience in supporting the Executive / C-Suite office in an Executive Assistant capacity.
• Prior experience supporting an international working environment.
• Citizenship Authorized to Work in the US
• Professional demeanor with exceptional commitment to accuracy, detail, and follow-up.
• Ability to effectively interface with and inform the HR Leadership Team.
• Ability to effectively engage and partner with divisional leadership.
• Organized with strong follow through and execution
• Ability to work through ambiguity and flexibility; highly adaptable.
• Ability to influence a diverse team to achieve a major business objective.
• Strong attention to detail and high standards for quality and accuracy in work product
• Excellent time management skills with ability to use independent judgment effectively.
• A highly proactive, solution-oriented approach to work and interactions.

Nice To Haves

• Prior experience working in a highly confidential environment highly desired.

Responsibilities

• Provides sophisticated calendar management.
• Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.
• Performs highly responsible duties of a confidential nature, maintains confidentiality and uses a high degree of discretion while preparing materials.
• Works closely with the Chief of Staff to ensure delivery of all pertinent information needed for meetings, conferences, visitors, reports to corporate and headquarters, etc.
• Accurately oversees the tracking of expenses, processing and submission of receipts in a timely manner.
• Manage invoices, assuring that goods/services have been received and pricing is correct, follows up with Accounts Payable on past due invoices and assists with budget tracking as required.
• Develops procedures for creating and maintaining files and records.
• Reviews corporate communications, identifying and recommending actions required.
• Organize and facilitate HR Leadership Team Meetings and HR & Workplace Calls: Suggest topics and prepare agendas, collect / distribute relevant documents and attend appropriate meetings, Record accurate minutes and track follow-up action items.
• Perform complex and confidential administrative functions to include developing presentations and typing correspondence, memoranda, purchase requisitions, payment request & other department forms and documents.
• Teamwork skills across organizational boundaries in support of company administrative requirements – support of events / other administrative staff.
• Lead and/or participate in the organization of HR events.
• Organize programs, events, meetings/conferences by arranging facilities & caterers (if needed), issuing information/invitations, coordinating speakers & overseeing/controlling event budget.
• Other duties as assigned

Benefits

• 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”)
• Paid time off including personal time, holidays and a generous paid parental leave program.
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees