Executive Operations Assistant (Temporary)

Our Core Competency Need: We Require a Google Workspace Guru! Can you turn a Presidential inbox and calendar into a genuine masterpiece of organization?

Your Mission: Executive Support & Corporate Calm

• Serve as the “face of the President,” maintaining professionalism and etiquette in the Corporate Office
• Master the President’s inbox and calendar, ensuring seamless scheduling and meeting preparation
• Assist the Executive Business Manager with offsite meeting logistics (venue, catering, logistics).
• Maintain confidentiality and use a high degree of discretion at all times
• Organize and maintain documents within Google Drive and other digital platforms.
• Channel your inner creative giant to design and manage high-impact presentations in Google Slides (i.e., Board Meetings)
• Coordinate complex domestic and international travel, including detailed meeting schedules and coordination for trips to Europe or customer visits
• Provide administrative support, including the preparation of purchase requisitions, expense reports, and sponsorship requisitions
• Implement process, organization, and calm in the corporate office while partnering on various projects with the Executive Business Manager

Corporate Office & Visitor Readiness

• Ensure onsite meeting rooms are adequately stocked, clean, and organized
• Order and maintain stock of refreshments for the corporate office, kitchen, and meeting rooms
• Ensure all visitors have a seamless experience by managing refreshments, catering, and logistics

Position Description

The Fun Factor: Chief Event Organizer

• This is no small feat: Oversee and organize unforgettable Employee Engagement events that bring the Airbus team together!
• Are you a communication genius AND a visual wizard? CANVA expertise is a must for designing stunning posters, visuals, and crafting compelling content for our internal Global employee platform
• Use your creative mind and event planning experience to successfully manage company-wide corporate events (i.e., Holiday Party, employee appreciation) while overseeing the employee engagement committee to ensure all initiatives reflect the spirit of a global aerospace leader
• Manage vendors and logistics for events such as caterers, photographers, DJ etc

Logistics Requirement: This role requires a professional with their own reliable vehicle to travel between our Fort Erie and Niagara Falls locations and other ad-hoc missions as needed

Position Duties

Executive Support and Calendar Management:

• Manage the President’s complex schedule, including sophisticated calendar management, proactive email monitoring, screening and directing incoming calls, and organizing documents within Google Drive.
• Coordinate and organize meetings, logistics, and various administrative tasks as required.
• Oversee the planning and execution of travel arrangements for the President and Senior Leadership Team members when required. Manage car service for executives, and work in Concur for booking travel and scheduling car service.
• Assist with administrative duties of the department as needed, including preparation of purchase requisitions, expense reports, and sponsorship requisitions.
• Maintain confidentiality and use a high degree of discretion at all times.
• Monitor employee engagement committee budget, and prepare, submit, and reconcile expense reports.
• Undertake and manage special projects and initiatives assigned by the President or the Executive Business Manager.

Corporate Office and Visitor Readiness:

• Ensure onsite meeting rooms are adequately stocked, clean, and organized. Order and maintain stock of refreshments for corporate office, kitchen, and meeting rooms
• Ensure all stakeholders are aware of guests and visitors coming onsite, including facilities, security, IT and Health and Safety. Create and display welcome information and packages for visitors and ensure safety guidelines are sent to all visitors prior to arriving
• Assist SLT team with coordinating external meeting set-up and logistics. Assist Executive Business Manager with securing meeting venues and logistics for all SLT/ELT offsite meetings
• Assist other departments with information on catering, etc.

Position Description

Event Coordination and Internal Communication:

• Oversee and organize company-wide Employee Engagement events that bring the Airbus team together
• Use expertise in Canva to design stunning posters, visuals, and craft compelling content for our internal Global employee platform
• Manage vendors and logistics for events, such as caterers, photographers, and DJs
• Oversee the employee engagement committee to ensure all initiatives reflect the spirit of a global aerospace leader