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Executive Assistant Legal & HR

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Airbus

1mo ago

Applications are closed

  • Job
    Full-time
    Expert Level
  • Legal
    People, HR & Administration
  • Grand Prairie

Requirements

  • 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

Responsibilities

  • 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.
  • Supervise 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.
  • Supervise 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.
  • 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.
  • 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.

FAQs

What is the primary responsibility of the Executive Assistant in the Legal & HR team at Airbus Helicopters?

The primary responsibility is to provide high-level administrative support to the VP of HR, Facilities, Security & Environment and the VP of Legal Affairs, along with their direct reports, while also supporting the Human Resources function.

What kind of educational background is preferred for this position?

A bachelor's degree in Business Administration or equivalent experience is preferred.

How much experience is required for this role?

A minimum of ten years’ progressive experience providing administrative support is required.

What skills are emphasized for this Executive Assistant position?

Collaborative skills, professionalism, strong work ethic, integrity, confidentiality, effective verbal and written communication skills, data analytics skills, and proficiency in Google Suite are emphasized.

Will this position require travel?

Yes, the role may involve less than 5% of domestic and international travel.

What kind of events will the Executive Assistant help coordinate?

The Executive Assistant will assist in planning and organizing employee engagement events and other HR, Legal & Compliance-sponsored events.

Is an on-site presence required for this position?

Yes, an on-site presence is required for this role.

What type of event planning responsibilities are included in the job description?

Responsibilities include coordinating event logistics, preparing event materials, managing event budgets, and overseeing the setup and breakdown of events.

What are the health and welfare benefits offered?

Comprehensive insurance coverage including medical, prescription, dental, vision, life, disability, and an Employee Assistance Plan (EAP) are offered.

Are there opportunities for individual development and upskilling?

Yes, there are opportunities for upskilling and development through Airbus's global Leadership University, including access to a wide range of e-learning courses and participation in accelerated development programs.

We pioneer sustainable aerospace for a safe and united world.

Defence & Aerospace
Industry
10,001+
Employees
2014
Founded Year

Mission & Purpose

Airbus pioneers sustainable aerospace for a safe and united world. The Company constantly innovates to provide the most efficient and technologically-advanced solutions in aerospace, defence, and connected services. In commercial aircraft, Airbus offers the most modern and fuel-efficient airliners. Airbus is also a European leader in defence and security and one of the world's leading space businesses. In helicopters, Airbus provides the most efficient civil and military rotorcraft solutions worldwide. Airbus approaches sustainability by respecting the planet, valuing people and enabling prosperity. These guiding principles are embedded in our operations and activities. In 2022, the Company generated revenues of €58.8 billion and employed a workforce of around 134,000.

Culture & Values

  • Customer Focus

    Customer focus is deeply embedded into our mindset, driving us to deliver on time, on cost and on quality. We partner with our customers to satisfy their needs and deliver benefits through valuable and sustainable solutions. We understand that each of us has an impact on customer relations through the work we do, which is why we always act with integrity and to the highest professional standards.

  • Integrity

    We work with integrity, choosing to speak up when our principles for ethical conduct are not respected. Our zero tolerance on unethical and non-compliant actions enables us to move forward with positivity and care. We act as ambassadors for the company, representing the integrity of Airbus even when we are outside work. The Airbus Ethics and Compliance programme seeks to ensure that the company business practices not only conform to applicable laws, regulations and principles, but remains above all ethical standard benchmarks.

  • Respect

    Respect guides us in our daily interactions. We respect each other, our customers and our products. We focus on building trust through transparent and honest communications. We create inclusive working environments, where all employees are listened to and valued for their individuality. We treat each other, and all our stakeholders, in the same considerate way that we would wish to be treated ourselves.

  • Creativity

    We value and encourage creativity. We recognise that creativity exists in many forms, with ideas brimming at every level, from “shoot for the moon” ambitions, right down to our daily work. Creativity can often mean simply looking at things in a different way and our collaborative culture allows us to build on ideas and continually improve the work that we do. We make sure that everyone at Airbus has the time, space and tools to progress ideas with imagination and passion. We are always ready to act with courage, challenging our ideas and learning from our processes when we need to go back to the drawing board.

  • Reliability

    We strive to maintain and build on our standards, proving and cementing our reputation for reliability. We each feel responsible for the collective success and progress of our global team and take accountability for our actions and outputs. We are dependable and can be trusted to ensure the safety and success of our products. We take pride in our work, ensuring the service and products we deliver are exceptional and completely reliable.

  • We are One / Team Work!

    We understand that there is power in individuals, but believe there is a much greater power in collaboration and teamwork. We seek to create engaging and inclusive workplaces, where everyone has the freedom to speak up and listen to each other with an open mind.

Benefits

  • Company Pension Scheme

  • Employee Discounts

  • Health Insurance

  • Parental Leave

  • Paid and Unpaid Holidays