Sr. Administrative Assistant

PDS Tech, Inc.
Published
June 30, 2020
Location
Grand Prairie, TX
Category
Job Type

Description

PDS Tech, Inc. is seeking an Sr. Administrative Assistant  in Grand Prairie, TX.

Position Summary: 

Perform a variety of administrative functions and provide support to coordinate the day-to-day correspondence, travel, schedule and activities for the VP Customer Support.

Primary Responsibilities:

Coordination: 50%

  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Manage internal department and inter-departmental coordination
  • Schedule meetings with external customers and with other Airbus Helicopters North America (AHNA) departments and personnel within Airbus Group as required.
  • Uphold a strict level of confidentiality
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Collaborative individual with a positive attitude, enthusiasm, professionalism and strong work ethic with a high level of integrity
  • Support the Support & Services management team as required
  • Assume responsibility for the timely completion of various projects as well as action items in e-mail
  • Coordinate various communication tools and activities within the department and with other departments within Airbus Helicopters North America
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintenance of department filing systems
  • Order and maintain office supply inventory
  • Self-starter with the flexibility and willingness to take on new tasks/projects and adapt to changes in current responsibilities as the need of the business evolves.   

Communication: 30%

  • Compile data, preparing reports and distributing as necessary (Executive brief, etc.)
  • Manage calendar & meeting organization
  • Respond to routine e-mail requests as necessary and ensuring attention to urgent items
  • Screen and direct incoming telephone calls
  • Compose correspondence
  • Maintaining contacts
  • Greet and escort visitors

Travel and Expense Management: 20%

  • Arrange domestic and international travel and submit for management approval.
  • Prepare and track expense reports and reconcile American Express statement. Assist in the development of annual department budget.  Input budget data for proper tracking purposes
  • Assisting in the proper distribution of budget by coding invoices for payment

Education:

Required:

  • High school diploma or equivalent

Preferred:

  • Bachelor's Degree

Experience:

Required:

  • Minimum 6 years of administrative experience. 

Preferred:

  • Previous SAP Experience

Required:

  • Organizational abilities: able to manage numerous duties simultaneously; set priorities and develop a plan of action highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment
  • Problem solving skills: solve issues that arise with the confidence of good judgement
  • Planning talents: anticipate resources that are needed to complete projects on time
  • Time Management: use electronic calendar to identify and schedule meetings that maximize attendance

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

  • Requires ability to communicate effectively verbally and in written form in English; must be able to interact with all levels of staff and management
  • Possess strong interpersonal skills for fostering teamwork and creating positive connections with internal and external customers

Technical Systems Proficiency:

  • Office software programs, including spreadsheets, databases, graphic presentation software and sending messages via email and some social media

Travel Required:

  • <5% Domestic and International

Citizenship:

  • Able to work in the US without a current or future need for visa sponsorship

Clearance:

  • None

Decision Making, Complexity:

  • Routine budget decisions
  • Preparing responses to internal and external inquiries
  • Problem resolution
  • Resource planning
  • Time management

Organizational information:

  • This position supports the Vice President of Customer Support with no direct report

Job Dimensions, Contributions to Success:

  • This position has direct responsibility for providing the Vice President with the tools they needs to support our customers and their staff.

Nature of Contacts:

  • Involved Communication on a daily Basis with internal and external parties

Physical Requirements:

  • Onsite: 95%
  • Vision: able to see and read computer screen and other electronic equipment with screens, able to read documents and reports. Daily
  • Hearing: able to hear to participate in conversations in person and via teleconference or phone and to hear sounds including safety warnings or alarms. Daily
  • Speaking:  able to speak in conversations and meetings, deliver information and participate in communications. Daily
  • 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. Daily
  • Carrying: able to carry documents and electronic equipment up to 5-10lbs. Daily
  • Lifting:  able to lift documents and electronic equipment up to 5-10lbs. Daily
  • Pushing / Pulling:  able to push and pull small office chair and file cabinet drawers. Daily
  • Sitting:  able to sit for long periods of time in meetings, working on computer. Daily
  • Squatting / Kneeling:  able to squat or kneel to retrieve or replace items stored on low shelving. Daily
  • Standing: able to stand for discussions. Daily
  • Travel:  able to travel independently and at short notice. Must be able to travel away from facility to carry out functions of position.  Must be able to travel domestically and internationally to carry out position responsibilities. <5% annually
  • Walking (include routine walking such as to a shared printer to retrieve documents):  able to walk through office daily and production areas including uneven surfaces occasionally.
  • Personal Protective Equipment required:  Occasionally may be required PPE includes, but is not limited to, Safety Shoes, Safety Glasses, Hearing Protection if visiting the shop floor.

    PDS Tech, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.

    Founded in 1977, PDS Tech, Inc. is one of the nation's premier specialty staffing firms with 31 offices nationwide. We offer a full range of benefits including:

    • Health insurance
    • Paid holidays
    • Weekly payroll
    • Immediate 401(k) eligibility
    • Completion Bonuses
    • Training
    • Please note availability of benefits may vary by position

    PDS specializes in Engineering and IT arenas including Aerospace, Defense, Electronics, Telecommunications, Automotive, and Energy just to name a few. Our reputation, track record, and years of continuous growth reflect the commitment to quality that our employees and clients experience first-hand. To find out more about PDS, please visit www.pdstech.com

    $$$ PDS pays for referrals! $$$

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