PDS Tech Inc Sr. Administrative Assistant in Grand Prairie, Texas
PDS Tech, Inc. is seeking an Sr. Administrative Assistant in Grand Prairie, TX.
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.
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Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.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.
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
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
- High school diploma or equivalent
- Bachelor's Degree
- Minimum 6 years of administrative experience.
- Previous SAP Experience
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
- <5% Domestic and International
- Able to work in the US without a current or future need for visa sponsorship
Decision Making, Complexity:
Routine budget decisions
Preparing responses to internal and external inquiries
- 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
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.
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.