Assistente Administrativo at Moldsoft, focusing on document organization and data collection. Supporting internal controls and project plan updates in a hybrid work environment.
About the role
- Executive Administrative Assistant supporting the President of the Power & Controls Business Unit at Collins Aerospace. Managing scheduling, documentation, and communication processes.
Responsibilities
- Proactively manage priorities between the business to ensure leaders are supported in a balanced manner
- Manage complex schedules and calendars for executive leaders and their need to meet and collaborate with other senior leaders in a dynamic and fast paced environment. This will include support in managing schedule conflicts across a global organization, proactively looking ahead to adjust or deconflict, often using discretion based on understood priorities to make decisions
- Proactive email management and alerting executive priority actions
- Obtain a great understanding of the organizational key stakeholders and their support staff to be able to effectively coordinate meetings across a host of stakeholders.
- Develop a collaborative relationship with all the administrative staff P&C and proactively create a support infrastructure for effective coordination
- Assist in the preparation of agendas, briefings, correspondences, PowerPoints, spreadsheets, ordering supplies and meals for Staff Meetings and All Hands meetings and other events, as needed
- Arrange smooth travel accommodations (air/hotel/transportation) for domestic and international business travel; ensure necessary documents and processes are followed in advance of the trip using a variety of processes and tools
- Process expense reports and invoices in a timely manner in accordance with company policies and procedures
- Schedule and coordinate logistical details for virtual meetings, face-to-face meetings, and team events, such as agendas, guest speakers, conference rooms, virtual recording, and virtual break out rooms (via zoom), catering, digital technology support, and more
- Proactively support the team with necessary information flow & proper distribution to the department (emails, staff meetings, skip levels, all hands, town halls, one-on-one meetings, team events)
- Schedule and attend staff meetings and all hands, record and distribute meeting notes, capture action items, execute assigned tasks, and handle other routine communications. Support other meetings as needed to capture notes
- Support team documentation activities: ensuring all documentation is up-to-date, organized, and accurate, including email distribution lists, shared files, Teams channels, organizational charts, websites, etc.
- Support the onboarding and personnel exit process
- Order supplies and perform other administrative/clerical and ad-hoc tasks, as assigned
- Work collaboratively with other Collins President, Collins Executive Leadership and Power & Controls Executive Administrative Assistants and provide back up support while others are out of the office, as needed.
- Travel up to 20% for meeting support
Requirements
- Typically requires an AA/AS degree (or other 2-year post high school training) with a minimum of 8 years of relevant experience.
- A minimum of 5 years of administrative experience supporting multiple executive leaders
- U.S. Person (U.S. citizen, permanent resident, or granted refugee or asylee status)
- Excellent time management and organizational skills with attention to detail and responsive to customer needs
- Self-starter, willing to learn and grow, ideally interested in technology and people growth
- Professional and courteous; excellent written and verbal communication skills
- A team player who is proactive, flexible, results-oriented and comfortable in a fast-paced, changing environment and able to work independently with minimal direction
- Highly dependable, trustworthy, and able to manage conflicting priorities and deadlines
- Ability to learn processes and tools quickly with minimal training.
Benefits
- Medical, dental, and vision insurance
- Three weeks of vacation for newly hired employees
- Generous 401(k) plan that includes employer matching funds and separate employer retirement contribution, including a Lifetime Income Strategy option
- Tuition reimbursement program
- Student Loan Repayment Program
- Life insurance and disability coverage
- Optional coverages you can buy pet insurance, home and auto insurance, additional life and accident insurance, critical illness insurance, group legal, and ID theft protection
- Birth, adoption, parental leave benefits
- Ovia Health, fertility, and family planning
- Adoption Assistance
- Autism Benefit
- Employee Assistance Plan, including up to 10 free counseling sessions
- Healthy You Incentives, wellness rewards program
- Doctor on Demand, Virtual doctor visits
- Bright Horizons, child and elder care services
- Teladoc Medical Experts, second opinion program
- And more!
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