Executive Office Manager

• Manage and monitor Leadership Teams’ calendars including scheduling meetings, appointments, travel, etc.
• Coordinate and ensure travel arrangements are completed accurately
• Maintain contact with executive(s) while travelling and inform them regarding any actual or potential change in travel relative to contract, travel schedule and weather conditions
• Responsible for tracking the currency of work essentials such as passports, visas and licenses for VP
• Maintain, update and publish group calendar. Maintain and update contacts for executive(s)
• Prepare, process and maintain inventory of travel/expense reports for Executive Leaders
• Perform a wide range of administrative functions including documentation draft and preparation covering correspondence, announcements, presentations, requests for payments and signed authorizations for action
• Compose announcements/emails for Executive Leader approval and distribution
• Proofread and edit emails and announcements for VP and Directors upon request
• Establish and maintain working relationships with key contacts throughout executive(s) area of contacts
• Custodian for conference room reservations for all executive and customer meetings, workshops, HR orientations and VTC meetings
• Assist key executives in organizing projects, events, meetings, documents
• ensuring accuracy in all events
• Manage and coordinate VIPs and visitors needs during site visits, simulator demos, and tours
• Gather data and prepare weekly reports for leadership meetings and distribute accordingly to Airbus Kinston
• Assist Directors, Controller with Monthly Business Reports (MBRs) and quarterly all hands meetings
• Collect data from all department heads and prepare PowerPoint presentations for MBR meetings
• Revise MBR presentations/slides prior to releasing for executive meetings
• Prepare PowerPoint presentation for the employees, as needed
• Coordinate the quarterly all- hands meetings including catering, logistics, attendees, slide presentation for VP and VP directs
• Assist leadership team with administrative office duties, meetings, special events, including lunch & learn events
• Prepare and coordinate conference rooms reservations, conference calls, catering and logistics for VP team, and VIPs visiting the facility, including lunch and dinner arrangements
• Directly assist with conferences including processing invoices and arranging hotel registrations for leadership team and assist with the compilation of promotional, marketing materials, event booth and other duties as needed
• Responsible for event coordination i.e. holiday celebrations, employee appreciation events, employee related events and other special functions
• Responsible for maintaining knowledge of organizational issues and changes within the Airbus organization
• Other duties as assigned

• Bachelor’s degree with an emphasis in business, communications, or a related field
• Candidates without a degree will be considered with 10+ years of experience
• Minimum of 6 years of experience in an Executive Assistant role is preferred
• Must be proficient with Microsoft Office Suite (Word, Excel, & PowerPoint)
• Excellent verbal and written communication skills in English
• Proficient in Google Workspace apps (Gmail, Gdocs, GSheets..)
• 5% travel Domestic
• Must possess excellent written and verbal communications skills
• Ability to adapt in changing environment while managing multiple priorities
• Demonstrated ability to work with accuracy, pay attention to detail, plan and organize events and produce accurate work products
• Dependable work habits including attendance, responsiveness and flexibility
• High level of adaptability and flexibility
• ability to handle sensitive situations and confidential information with discretion
• Self-directed professional with strong interpersonal skills and emotional intelligence
• Strong organizational and project management skills with the ability to own and drive project schedules from start to finish, including managing peers and individuals senior to you
• Ability to understand problems, think critically, and identify creative solutions
• Candidate should demonstrate progressively responsible administrative/project coordination for a large, complex organization and supporting C-suite executives
• Individuals must be committed to personal excellence and ongoing professional development
• Ability to deal with stressful situations and expresses opinions and points of view in a way that promotes positive exchange with peers
• Strong oral and written communication skills, interpersonal skills, and high customer service capabilities and delivery
• IAAP certification is preferred

IAAP certification is preferred

• Competitive pay, 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 paid parental leave program
• Comprehensive insurance coverage including medical, 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
• Relocation assistance for qualified positions