Executive Administrative Assistant (Onsite)

Collins Aerospace, an RTX company, is a leader in technologically advanced and intelligent solutions for the global aerospace and defense industry. Collins Aerospace has the capabilities, comprehensive portfolio, and expertise to solve customers’ toughest challenges and to meet the demands of a rapidly evolving global market.  

Collins Aerospace is seeking a highly motivated and professional Executive Administrative Assistant to provide executive support to key leaders in the Aftermarket, Business Development and Strategy teams including the VP & GM of Aftermarket and VP of Business Development and Strategy. You will work closely with global business leaders across Collins Aerospace and RTX. 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 tasks and takes ownership of different tasks that may come up. This role requires a high level of professionalism and the ability to maintain discretion and confidentiality of information.

This is an onsite position located in Cedar Rapids, Iowa.    

What You Will Do:  

• Proactively manage priorities between the business to ensure leaders are supported in a balanced manner  

• Manage 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.  This will include support in managing schedule conflicts across a global organization, proactively looking ahead to adjust or deconflict, often using discretion based on understood priorities to make decisions  

• Proactive email management and alerting to executive priority actions  

• Obtain a great 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 Avionics and proactively create a support infrastructure for effective coordination  

• Assist in the preparation of agendas, briefings, correspondences, PowerPoints, spreadsheets, ordering supplies and meals for Staff Meetings and All Hands meetings and other events, as needed  

• Arrange smooth 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. 

• Support the onboarding and personnel exit process  

• Travel up to 20% for meeting support  

• Order supplies and perform other administrative/clerical and ad-hoc tasks, as assigned  

• Work collaboratively with other Avionics Executive Administrative Assistants and provide back up support while others are out of the office  

Qualifications You Must Have: 

• Typically requires an AA/AS degree (or other 2-year post high school training) with a minimum of 8 years relevant experience 

• Previous administrative experience supporting multiple executive leadership positions  

Qualifications We Prefer: 

• Excellent time management and organizational skills with attention to detail and responsive to customer needs  

• Self-starter, willing to learn and grow, ideally interested in technology and people growth  

• Professional and courteous; excellent written and verbal communication skills  

• A team player who is proactive, flexible, results-oriented and comfortable in a fast-paced, changing environment and able to work independently with minimal direction  

• Highly dependable, trustworthy, and able to manage conflicting priorities and deadlines  

• Ability to learn processes and tools quickly with minimal training