Job Information
PDS Defense Senior Administrative & Project Assistant - Job ID#205852 in Mobile, Alabama
Administrative/Clerical
Senior Administrative & Project Assistant - Job ID#205852 Mobile, AL Posted: 5/9/2024
Job Description
Job ID#:
205852
Job Category:
Administrative/Clerical
Position Type:
Associate - W2
Shift:
1
PDS Defense, Inc. is seeking a Senior Administrative & Project Assistant, in Mobile, AL.
Job Description:
Seeking a Senior Administrative and Project Assistant (CONTRACT) to join our Quality Team based in Mobile, AL.
This executive support position anticipates, plans, schedules, develops and implements activities that expedites and facilitates the functions and activities of the Quality Senior Director and other key directors on the Quality 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. Must respond to requests for last minute changes to itineraries, meetings and locations and resolve to ensure minimal disruption to the business. Collects, prepares and disseminates documents to designated participants in a timely manner and maintains important contacts with up-to-date accurate information.
Primary Responsibilities:
Description - 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 traveling 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
Manage and compose welcome screen information for VIPs and customer visits
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.
Description - Weekly/Monthly/Quarterly Reports and Meetings: 20%
Gather data and prepare weekly reports for leadership meetings and distribute accordingly
Assist Directors with Monthly Business Reports and quarterly all hands meetings
Collect data from all department heads and prepare Slides presentations for monthly meetings
Revise presentations/slides prior to releasing for executive monthly meetings
Prepare presentations 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
Description - 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 MOBILE including lunch and dinner arrangements
Responsible for event coordination i.e. holiday celebrations, employee appreciation events, united way 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.
Qualified Experience / Skills:
Six (6) to (8) years of administrative experience in a fast-paced, diverse environment
Must possess excellent written and verbal communications skills
Ability to maintain confidentiality in all matters is essential
Ability to tolerate mental and physical stress
Demonstrated effectiveness in interpersonal 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
Proficient in writing/speaking in English
Education:
Two (2) years of college or technical skills required
Bachelor's degree preferred
Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):
Proficient in speaking/writing in English required. French and German is desirable
Advanced Skills in Google Suite and/or Microsoft Excel and PowerPoint
Job Requirements
Minimum Security Clearance:
No Clearance
VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled
The Company will consider qualified applicants with arrest and conviction records.
To read our Candidate Privacy Information Statement, which explains how we will use your information, please visit http://www.tadpgs.com/candidate-privacy/ or https://pdsdefense.com/candidate-privacy/
VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled