Office Administrator (Office Administration)

Boeing • Mesa, AZ

1d • Onsite

About The Position

Boeing Defense, Space & Security (BDS) is seeking an Experienced Office Administrator to join the BDS Production Control and Material Management Team, located in Mesa, AZ or St Louis, MO. The selected candidate will be supporting multiple sites and executives from their seated location. The ideal candidate will possess a unique blend of business sense and the ability to build rapport with key partners and customers. Additionally, you should be able to thrive in a fast-paced, evolving, agile organization and be a positive leader to others. Position summary Provide high-level administrative and operational support to the BDS Materials Management & Production Control executive team. Responsibilities include managing travel and expenses, maintaining executive calendars, handling communications, coordinating meetings and events, liaising with facilities and vendors, and producing concise status reporting to ensure smooth operations and policy compliance.

Requirements

• 5+ years of administrative or executive support experience, preferably supporting multiple senior leaders.
• Experience managing complex travel itineraries and corporate expense processes.
• Proficiency with calendar platforms (Outlook/Exchange), travel booking tools, expense systems, and Microsoft Office or Google Workspace.
• Ability to prioritize competing demands, work independently, and escalate issues appropriately.
• Demonstrated professionalism and discretion handling confidential executive matters.
• This position is expected to be 100% onsite.
• The selected candidate will be required to work onsite at the listed location.
• The position must meet Export Control compliance requirements, therefore a “US Person” as defined by 22 C.F.R. § 120.15 is required.
• “US Person” includes US Citizen, lawful permanent resident, refugee, or asylee

Nice To Haves

• Experience supporting manufacturing, supply chain, or materials management leadership.
• Familiarity with Boeing policies, SAP, or other enterprise systems used for travel/expenses and procurement.
• Event planning experience for technical reviews and cross-functional senior forums.

Responsibilities

• Manage travel and expenses
• Arrange complex domestic and international travel and produce detailed itineraries tailored to production and materials schedules.
• Reconcile expense reports and corporate card charges; prepare packages for executive sign-off and ensure adherence to Boeing travel and expense policies.
• Keep executives’ calendars running smoothly
• Maintain and prioritize calendars for four executives, schedule and reschedule meetings, and manage conference room and virtual meeting logistics.
• Proactively identify and resolve scheduling conflicts and protect critical blocks of time for production reviews and materials planning.
• Handle communications
• Draft, edit, and proof communications (emails, briefings, presentations, memos) on behalf of executives.
• Screen incoming messages, route items to appropriate stakeholders, and provide concise verbal and written summaries as required.
• Coordinate events and operations
• Plan and execute logistics for executive meetings, material review boards, production reviews, and off-site events (catering, A/V, agendas, attendee coordination).
• Order office and meeting supplies, coordinate with facilities and vendors, and support workspace needs specific to Materials Management and Production Control.
• Track and report status
• Maintain visibility of travel, schedule, and expense status for the executive team.
• Produce concise status updates, dashboards, or trackers to ensure transparency, timelines alignment, and compliance with internal policies.
• Confidentiality and stakeholder management
• Handle sensitive information discreetly and maintain high confidentiality.
• Build productive relationships with cross-functional teams (Supply Chain, Manufacturing, Facilities, Finance) to facilitate priorities and action items.

Benefits

• Elements of the Total Rewards package include competitive base pay and variable compensation opportunities.
• The Boeing Company also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health insurance, flexible spending accounts, health savings accounts, retirement savings plans, life and disability insurance programs, and a number of programs that provide for both paid and unpaid time away from work.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed