What are the responsibilities and job description for the Executive Assistant position at AgustaWestland Philadelphia Corporation?
Let You Career Take Flight, with Leonardo Helicopters!
At Leonardo, what we do has a purpose. We build, service, and maintain the world's finest helicopters, held to the strictest quality standards, for clients all across the globe. We value and retain our employees by offering generous benefits and a state of the art work facility. Made with pride, in Philadelphia.
Why Leonardo? Simple.
- A free healthcare option
- Tuition reimbursement
- Paid holidays & generous PTO with a carryover and payout option
- A referral program with no limits
- Up to 6% match on our 401k plan
- Bonus opportunity for all permanent employees
- Summary of Position:
At Leonardo Helicopters, we owe our success to our people and processes. An executive assistant is the supportive force behind both. The ideal executive assistant is a problem solver with excellent communication skills and impeccable attention to detail. They have experience working in an office environment, performing administrative tasks, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential. Providing administrative support to the executive and the functional team members, following company and functional standards and procedures, ensuring efficient operation of the office in support of the entire work team is a hallmark of the executive assistant.
2. Essential Duties and Responsibilities:
Duties and Responsibilities: |
Business Professionalism |
Exhibits polite and professional communication internally and externally, via phone, email, and mail |
Demonstrates a reputation of resourcefulness, leadership, and positive influence |
In accordance with the Executive’s guidelines, make proactive decisions on behalf of the Executive that do not require their direct, personal attention. |
Develops other administrative support staff by providing information, shared learning opportunities and growth opportunities |
Customer and External Contacts |
Receive, screen and coordinate telephone calls, emails and/or instant messages to include transferring, message taking and coordinating calls via conferencing |
Arrange visitor schedules, access, and provide general visitor hospitality support |
Receive and route customer inquiries, complaints, and requests |
General Administrative Assistance |
Provide standard business administrative support using MS Office / business applications:
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Manage the Executive’s schedule, calendars, and appointments |
Arrange travel and manage travel expense reporting compliant with Travel/Expense Policies |
Create and maintain team email distribution lists |
Organize (using 3P format) and schedule meetings |
Process and track all work team PTO, Travel and Remote Work/WFH requests |
Review drafts and final documents for spelling, grammatical and standard formatting corrections |
Meeting & Event Planning and Support |
Arrange conference room booking, room setup and breakdown, attendee invitations, catering and ICT support needs for all work team events |
Provide content presentation and meeting support using a laptop for in-person meetings |
Provide content presentation and meeting support using WebEx for virtual meetings |
Manage recurring events notices and changes (Location, WebEx information, invitation lists, recurrences, shared content) |
Office Administration |
Ensure security, integrity and confidentiality of all data and information |
Maintain, update, and ensure work team compliance with own function policies and procedures; support dissemination of enterprise-wide policies and procedures |
Manage team office supplies inventory |
Manage team non-office supply inventories (e.g. Labor uniforms, promotional & recognition items, etc.) |
Provide single point of contact to the work team for all company office standards (i.e. Policies, procedures, templates, etc.) |
Ensure maintenance of all office equipment (Printers, shredders, projectors, etc.) |
Create and manage purchase requisitions, purchase orders, invoices, and current status of accruals against budget |
Departmental Work Team Support |
Coordinate and maintain new employee onboarding and orientation materials and provide training |
Support the Executive with coordination of employee off-boarding process in coordination with HR |
Provide support to project work teams within the organization and across other AWPC teams |
Maintain and ensure compliance with work team timekeeping policies |
Coordinate tracking of permanent and temporary labor and timekeeping |
Other Responsibilities (Organization Dependent) |
Manage backfill of permanent labor with temporary contractors during long term absences |
Manage relationships, invoices and payments with vendors and service providers per corporate policies |
Take and transcribe dictation as required |
- Qualifications for Position:
A. Education
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B. Experience
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C. Competencies & Attributes
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Equal Opportunity Employer/Vet/Disability
