Executive Assistant

Date: Jan 29, 2024

Location: Tucson, AZ, US, 85706-9279

Company: Bombardier

In your role, you will

At Bombardier, our employees work together to evolve mobility worldwide - one good idea at a time. If you have a good idea, we’ll provide the environment where it will thrive and grow into a great product or customer experience. Your ideas are our fuel.
 
In your role, you will:

  • Adhere to Bombardier General Work Requirements
  • Provide clerical and administrative support to Director(s) and above at least 50% of the time 
  • Recommend and advise Director(s) on departmental matters of administration and communication as necessary in assisting to manage a complex and fast-paced office environment
  • Advise and update Director(s) on client, business and/or employee issues
  • Handle routine customer, interdepartmental or personnel matters using independent judgment including acting as a liaison and coordinator on behalf of Director(s) on matters of policy, routine head office issues, or subjects involving the Finance, HR or Legal Departments as delegated by the Director(s)
  • Design, create, implement, and/or troubleshoot Microsoft databases and spreadsheets to standardize processes and eliminate repetitious tasks, for example, programming macros, linking various spreadsheets and/or databases, creating switchboard menus, and assigning security 
  • Train other employees and respond to questions concerning the operation of customized databases and/or spreadsheet applications 
  • Prepare or edit presentations and communications on behalf of Director(s) using independent judgment and often with limited general instruction
  • Prepare, analyze and audit expense reports for approval of Vice President
  • Prepare statistical reports on an ad-hoc basis to management for purposes of tracking information
  • Plan and coordinate logistics for on-site/off-site special events such as business meetings, seminars, and employee training involving multiple areas within assigned department by making necessary arrangements
  • Provide input and recommendations to assist in the development and implementation of internal operating procedures and systems
  • Prepare and initiate department-wide mass communications for review of management prior to distribution
  • Formulate and interpret management policies as requested by customers and employees
  • Act as a liaison for Director(s) in managing email correspondence by responding in writing or verbally, as broadly delegated using independent judgment and experience
  • Authorize the expenditure of funds within pre-approved levels by the Director(s)
  • Record dictation, transcribe, and proofread documentation 

As our ideal candidate

  • You have 8 years experience providing administrative or clerical support to a business unit with a minimum of 5 years providing support to senior level management
  • You posses an associates degree or technical/vocational training in office administration or related field
  • You are proficient computer keyboarding skills including 10-key
  • You are proficient computer skills necessary to operate word processing, spreadsheet, database, (Microsoft Office), email and internet-based applications
  • You have demonstrated superior written and highly professional verbal communication skills necessary to act as a liaison on behalf of senior management on routine matters and occasionally as required, on matters of urgency
  • You possess interpersonal skills necessary to establish and maintain effective working relationships with senior management, employees, other departments
  • You have planning and organizational skills necessary to coordinate workload around multiple assignments
  • You have the ability to maintain confidentiality of sensitive issues of Bombardier Aerospace and clients
  • You have the ability to exercise considerable independent judgment, tact, creativity, and initiative when resolving routine and complex problems