Senior Administrative & Project Assistant - Job ID#205852

Administrative/Clerical

Senior Administrative & Project Assistant - Job ID#205852 Mobile, AL Posted: 5/9/2024

Job Description

Job ID#:

205852

Job Category

Administrative/Clerical

Position Type

Associate - W2

Shift

1

PDS Defense, Inc. is seeking a Senior Administrative & Project Assistant, in Mobile, AL.

Job Description:

Seeking a Senior Administrative and Project Assistant (CONTRACT) to join our Quality Team based in Mobile, AL.

This executive support position anticipates, plans, schedules, develops and implements activities that expedites and facilitates the functions and activities of the Quality Senior Director and other key directors on the Quality Team. Essential to this role are the skills of responsiveness and the ability to plan for contingencies in terms of scheduling as well as meetings with contacts. Must respond to requests for last minute changes to itineraries, meetings and locations and resolve to ensure minimal disruption to the business. Collects, prepares and disseminates documents to designated participants in a timely manner and maintains important contacts with up-to-date accurate information.

Primary Responsibilities:

Description - Executive Support: 50%

Manage and monitor VP and Director's calendars including scheduling meetings, appointments, travel, etc.

Coordinate and ensure travel arrangements are completed accurately

Maintain contact with executive(s) while traveling and inform regarding any actual or potential change in travel relative to contract, travel schedule and weather conditions

Responsible to track 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 T&E (travel/expense) reports for VP and VP directs

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 VP approval and distribution to ATC team

Proofread and edit emails and announcements for VP and Directors upon request

Attend meetings in VP's absence and take minutes as needed

Establish and maintain working relationships with key contacts throughout executive(s) area of contacts

Manage and compose welcome screen information for VIPs and customer visits

Custodian for conference room reservations for all executive and customer meetings, workshops, HR orientations and VTC meetings

Assist VP or his key executives in organizing projects, events, meetings, documents; ensuring accuracy in all events.

Description - Weekly/Monthly/Quarterly Reports and Meetings: 20%

Gather data and prepare weekly reports for leadership meetings and distribute accordingly

Assist Directors with Monthly Business Reports and quarterly all hands meetings

Collect data from all department heads and prepare Slides presentations for monthly meetings

Revise presentations/slides prior to releasing for executive monthly meetings

Prepare presentations for the employee lounge screen on a weekly basis

Coordinate the quarterly all hands meetings including catering, logistics, attendees, slide presentation for VP and VP directs

Description - Office Administration and Events Coordination 30%

Assist leadership team with administrative office duties, meetings, special events, including lunch & learn events, consistent with and having little or no impact on primary duties

Prepare and coordinate conference rooms reservations, conference calls, catering and logistics for VP team, and VIPs visiting the MOBILE including lunch and dinner arrangements

Responsible for event coordination i.e. holiday celebrations, employee appreciation events, united way employee related events and other special functions

Responsible for maintaining knowledge of organizational issues and changes within the Airbus organization

Additional Responsibilities

Other duties as assigned.

Qualified Experience / Skills:

Six (6) to (8) years of administrative experience in a fast-paced, diverse environment

Must possess excellent written and verbal communications skills

Ability to maintain confidentiality in all matters is essential

Ability to tolerate mental and physical stress

Demonstrated effectiveness in interpersonal 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

Proficient in writing/speaking in English

Education:

Two (2) years of college or technical skills required

Bachelor's degree preferred

Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):

Proficient in speaking/writing in English required. French and German is desirable

Advanced Skills in Google Suite and/or Microsoft Excel and PowerPoint

Job Requirements

Minimum Security Clearance

No Clearance

VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled

The Company will consider qualified applicants with arrest and conviction records.

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VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled