Senior Administrative Assistant

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Job Description:

  

Airbus is looking for a Senior Administrative Assistant to join the Training Center team in Miami, FL.

In this role, you will anticipate, plan, schedule, develop and implement activities that expedite and facilitates the functions and activities of the Training Center Vice President and other key executives on the VPs 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.  You will need to be able to respond to requests for last minute changes to itineraries, meetings and locations and resolve to ensure minimal disruption to the business. In addition, you will collect, prepare and disseminate documents to designated participants in a timely manner and maintains important contacts with up-to-date accurate information.

You must be able to perform all duties and responsibilities in a manner that promotes a team concept, inclusiveness, and reflects the mission, vision, and core values of Airbus.  

Meet The Team:

From building to servicing the next generation of aerospace, our team focuses on quality, productivity and efficiency. We ensure the highest quality of care and safety is built into each aircraft we assemble and maintain. Our team members make it happen.

Your Working Environment:

The Airbus Training Center (ATC) in Miami provides flight and maintenance crew training for Airbus airline customers – primarily for those based in the Americas. The custom-designed, 110,000-square-foot complex trains more than 2,000 cadets each year in a range of (six) full-flight simulators, innovative computer-based training classrooms, and cabin door and slide trainers – all simulating the A320, A330, A340 and A350 XWB families of aircraft. In Miami you’ll also find the Airbus Latin America headquarters. A team of 60 employees there provides sales, marketing, contracts, customer support and communications for the region’s commercial aircraft, helicopters and space & defense divisions.

How We Care for You:

• Financial Rewards: Competitive base salary, incentive compensation which may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan (“ESOP”)
• Work/Life Balance: Paid time off including personal time, holidays and a generous paid parental leave program.
• Health & Welfare: Comprehensive insurance coverage including medical (traditional and high-deductible health plans), prescription, dental, vision, life, disability, Employee Assistance Plan (“EAP”) and other supplemental benefit coverages.
• Individual Development: 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.

Your Challenges:

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 travelling 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

•  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.

• Manage and coordinate VIPs and visitors needs during site visits, simulator demos, and tours. 

Weekly/Monthly/Quarterly Reports and Meetings: 20%

• Gather data and prepare weekly reports for leadership meetings and distribute accordingly to Herndon, Toulouse and Latin America office

• Assist Directors, Controller with Monthly Business Reports (MBRs) and quarterly all hands meetings

• Collect data from all department heads and prepare PowerPoint presentations for monthly MBR meetings

• Revise MBR presentations/slides prior to releasing for executive monthly meetings

• Prepare PowerPoint presentation 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

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 ATC including lunch and dinner arrangements

• Directly assist with the WATS annual conference 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

Additional Responsibilities:  Other duties as assigned.

Your Boarding Pass:

Education:

Required

• Two (2) years of college or technical skills required  

Preferred

• Bachelor’s degree or equivalent experience preferred, with an emphasis in business, communications, or a related field.

Experience:

Required

• Minimum of 3 years of related experience required, preferably in an executive support role.

• Strong executive presence and demonstrated leadership skills, good judgment, and ability to effectively interface with employees and leaders at all levels within the organization.

Travel Required: 

    5% Domestic and International

Citizenship:

• U.S. Citizenship is required.

Qualified Skills: 

• 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

Knowledge, Skills, Demonstrated Capabilities:

Required

• Proficient in Google Workspace apps (Gmail, Gdocs, GSheets..)

Communication Skills:

Required:

• Excellent verbal and written communication skills in English

• the ability to articulate complex issues to others.

• Ability to maintain confidentiality in all matters is essential

• Demonstrated effectiveness in interpersonal skills

Physical Requirements:

• Onsite or remote:  60% onsite per week minimum 

• Vision: Daily able to see and read computer screen and other electronic equipment with screens, able to read documents, reports and engineering drawings.

• Hearing: Daily able to hear to participate in conversations in person and via teleconference or phone and to hear sounds on production floor including safety warnings or alarms.

• Speaking: Daily able to speak in conversations and meetings, deliver information and participate in communications. 

• Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts. 

• Carrying: weekly able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs.

• Lifting: weekly able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs. 

• Pushing / Pulling:  weekly able to push and pull small office furniture and some equipment and tools. 

• Sitting:  daily able to sit for long periods of time in meetings, working on the computer. 

• Squatting / Kneeling:  weekly able to squat or kneel to retrieve or replace items stored on low shelving.

• Standing: daily able to stand for discussions in offices or on the production floor. 

• Travel:  5% able to travel independently and at short notice. 

• Walking (include routine walking such as to a shared printer to retrieve documents):  daily able to walk through office and production areas including uneven surfaces. 

• Personal Protective Equipment required:  Required PPE includes, but is not limited to, Safety Shoes, Safety Glasses, Hearing Protection, Respirators/Masks, and/or Protective Gloves as required by site and/or customer site

• Administrative position only PPE required: Steel-toed shoes are required for all shop floor visit, appropriate hearing/eye protection may also be required when visiting the shop floor.

A full job description will be provided to candidates who progress to the interview stage or any candidate upon request.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

  

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

Company:

Airbus Americas Customer Services, Inc.

Employment Type:

US - Direct Hire

Experience Level:

Professional

Remote Type:

On-site

Job Family:

Administration / Documentation

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Job Posting End Date: 11.28.2025

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Airbus provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. In addition to federal law requirements, Airbus complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, demotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits and training. Airbus expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. As a matter of policy, Airbus does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered. Airbus does not offer tenured or guaranteed employment. Employment with Airbus is at will, meaning either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice. Airbus reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

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Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation or religious belief.

Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to emsom@airbus.com.