General Accountability

Reports Directly To: Vice President (various); Controller, SBU; General Manager, SBU
Reports Functionally To:Vice President, Human Resources

Performs highly confidential, professional secretarial and administrative services for senior level executives.  Performs work assignments that require considerable discretion, judgment, tact, creativity, and initiative when resolving problems.  Accesses and regularly works with information that is sensitive, highly confidential, strategic and critical in nature.  Acts as a liaison with internal and external contacts on behalf of the executives.

Direct Reports Include: N/A

Immune Specific Accountabilities

• Recognizes and understands flight/product safety critical parts and processes.
• Responsible for immediately reporting flight/product safety concerns.
• Participates in proactive risk analysis of flight/product safety critical parts and processes.
• Recognizes and understands the Just Culture policy.

Specific Accountabilities

• Serves as a liaison between executives, managers and visitors. Reviews, requests, schedules appointments and meetings and resolves problems requiring in-depth knowledge of company policies and procedures, and projects in progress.
• Coordinates data from a variety of sources for inclusion in technical reports and presentations, performs independent research and prepares information for special projects as assigned.
• Initiates drafts of confidential correspondence, reports, presentations, organization charts; performs other administrative and secretarial duties.
• Schedules and coordinates meetings, conference calls, and other executive events.  Informs attendees/participants of function dates and times, reserves meeting space, provides audio/visual and other ancillary equipment/materials if required, and hospitality services when appropriate.
• Screens and directs incoming calls, correspondence and visitors.  Refers or personally attends to inquiries and actions that do not require the executives attention.
• Coordinates travel, hotel, car rentals, seminar registrations, travel itineraries, agendas, and other pertinent arrangements.
• Coordinates and executes a variety of internal and external events - from meetings to site-wide celebrations, ensuring all logistical needs such as scheduling, room setup, and equipment rentals are efficiently managed.
• Oversees catering services for meetings and special events; handling menu selection, ordering, and delivery, while also working with vendors to ensure seamless event execution and addressing any issues that may arise
• Responsible for observing all applicable safety requirements and reporting immediately any unsafe practices/conditions.
• Carries out special projects as assigned.

Technical Requirements

• Strong secretarial and administrative support skills.
• Strong planning, organizational, analytical, decision making, interpersonal, oral and written communication skills.
• Advanced knowledge of PCs in the companys current operating system environment.
• College diploma in business administration, management or related field; or equivalent.
• Several years of secretarial experience including executive level support.

Background Information

The typical minimum level of education to perform this job competently is equivalent to high school graduation and completion of a diploma training program at a college or technical school.  The person requires an ability to understand, utilize and communicate specialized information in speech and written text. This specialized training is often formalized and recognized by a specific certificate, diploma or license.

Directly/indirectly related work experience representing continuous learning and required for someone to perform this job competently is one to three years.

Ongoing work assignments typically have clearly defined goals.  The incumbents education, training, and previous experience ensure work assignments are successfully carried out because he/she understands what is expected, as well as the best approach to take.