Executive Administrative Assistant

Butler Aerospace & Defense •

Lenexa, Kansas, United States

Position Type: Contractor

Job Description:
Pay Range: $24-28

Job Description:

Seeking a highly motivated and seasoned professional Executive Administrative Assistant to provide executive support to both the VP & GM of Cabin Products and Sr. Director, Programs within the Interiors Business Unit. The successful candidate can effectively manage under time constraints, in a fast-paced work environment, and can multi-task. The candidate must be a self-starter, detail-oriented, technically savvy, and possess excellent organizational skills, as well as excellent written and verbal communication skills. The role performs a wide range of administrative takes and takes ownership of different tasks that may come up. This role also requires a high level of professionalism and the ability to maintain discretion and confidentiality of information.

This position is onsite in Lenexa, KS. The hours for this role will typically be 8:00am-5:00pm but could fluctuate depending on business needs.

What You Will Do:

Perform effective calendar management by managing complex schedules and calendars for executive leaders and their need to meet and collaborate with other senior leaders in a dynamic and fast paced environment.
Additional support in managing schedule conflicts across a global organization, proactively looking ahead and adjust or deconflict, often using their understanding of communicated and understood priorities to make decisions.
Proactive email management and alerting to executive’s priority actions.
Obtain an understanding of the organizational key stakeholders and their support staff to be able to effectively coordinate meetings across a host of stakeholders.
Develop a collaborative relationship with all the administrative staff within enterprise and portfolio, and proactively create a support infrastructure for effective coordination.
Assist in the preparation of agendas, briefings, correspondences, PowerPoints, and spreadsheets.
Orders supplies and meals for Staff Meetings and All Hands meetings and other events, as needed.
Arrange travel accommodations (air/hotel/transportation) for domestic and international business travel; ensure necessary documents and processes are followed in advance of the trip using a variety of processes and tools.
Process expense reports and invoices in a timely manner in accordance with company policies and procedures.
Schedule and coordinate logistical details for virtual meetings, face-to-face meetings, and team events, such as agendas, guest speakers, conference rooms, virtual recording, and virtual break out rooms (via zoom), catering, digital technology support, and more.
Proactively support the team with necessary information flow & proper distribution to the department (emails, staff meetings, skip levels, all hands, town halls, one-on-one meetings, team events)
Schedule and attend staff meetings and all hands, record and distribute meeting notes, capture action items, execute assigned tasks, and handle other routine communications. Support other meetings as needed to capture notes.
Support team documentation activities: ensuring all documentation is up-to-date, organized, and accurate, including email distribution lists, shared files, Teams channels, organizational charts, websites, etc.
Collaborate closely with other administrative assistants.
Orders supplies and perform other administrative/clerical and ad-hoc tasks, as assigned.
Create Staff meeting agendas, track action items and coordinate Teams folders
Demonstrate effective time management and organizational skills, ensuring attention to detail while being responsive to customer needs.
Collaborate as a proactive team player, maintaining flexibility and a results-oriented approach in a fast-paced, dynamic environment, while also being capable of working independently with minimal supervision.
Utilize strong written and verbal communication skills
Manage conflicting priorities and deadlines efficiently, balancing multiple tasks while meeting organizational goals and timelines.
Minimal travel could be required for this role to support staff meetings outside of Lenexa, KS.

Qualifications You Must Have:

Typically requires a University Degree and a minimum of 2 years prior relevant experience with specialized knowledge of technical or operational practices or in absence of a degree, 6 years of relevant experience
Must be authorized to work in the U.S. without sponsorship now or in the future. Collins Aerospace will not offer sponsorship for this position.

Qualifications We Prefer:

Microsoft Office Experience: email and calendar management, Word, Excel, and PowerPoint applications
Experience booking travel and working with expense reports.
Experience as an executive assistant or senior administrative assistant

Benefits provided: 401K, medical, dental, and vision, sick time as applicable to state law. Butler America Aerospace, LLC. is proud to provide an equal opportunity workplace and be an affirmative action employer. Consider Butler because we are committed to hiring and retaining a diverse workforce. We recognize that we thrive on diversity and inclusion for the benefit of our employees, our customers, and the communities where we are located. Employment decisions are made without regard to race, color, religion, gender, national origin, ethnicity, veteran status, disability status, age, sexual orientation, gender identity, gender expression, marital status, mental or physical disability or any other legally protected status.
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Job Ident #: 69964

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Executive Administrative Assistant

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