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 administration-including 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: Bachelor's 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 Company's success, reputation and sustainable growth.

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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 toemsom@airbus.com.