Working-Party Administrative Assistant

Airbus; Dubai; On-site; AED 80,000 - 100,000; Full time

Job summary

A leading aerospace company in Dubai is seeking a professional for an administrative support role within their operations team. The ideal candidate will manage operational documentation, provide interface support between teams, and ensure compliance with access regulations. Strong attention to detail, technical proficiency with MS Office, and excellent communication skills are essential. This fixed-term position offers a chance to contribute to the efficiency of a renowned global company.

Qualifications

• Proven experience in an administrative support role preferably within an aerospace or engineering environment.
• Meticulous attention to detail with a high degree of proficiency in record-keeping and data management.
• Understanding of the importance of security and compliance regarding airport access regulations.

Responsibilities

• Be responsible for tracking and renewing all relevant administrative documents for Airbus operations at the airport.
• Maintain and keep updated the shared database for the Working-Party team.
• Act as the main administrative interface between headquarters and the WP Team.

Skills

Administrative support

Record-keeping

Data management

Excellent communication

Attention to detail

Technical proficiency

Tools

Microsoft Office Suite

Google Suite

Job description

Job Description:

This role is based within the Airbus Africa & Middle East Major Repairs & Working-Party department a key part of the Fleet Efficiency & Engineering department. The jobholder is an integral aspect of the Working Party (WP) operations in which Airbus Africa & Middle East (AAME) provides administrative and operations support to the on-site Airbus team.

Main Responsibilities

• Operations and Access Management: Administrative Document Renewal: Be solely responsible for tracking and renewing all relevant administrative documents required for the Airbus teams activity at the airport. This includes but is not limited to Airport Passes, Laptop/Equipment Passes, Airport Driving Licenses, Any other mandatory access credentials.
• Team Information Management: Maintain and keep updated the shared database containing essential personal and travel documentation necessary for the Working-Party team for global deployments (e.g. up-to-date passport scans ID pictures personal contact information).
• Coordination with the HR Admin team for the visa extension as required.

• Documentation and Archiving: Aircraft File Scanning: Be responsible for the complete and accurate scanning of entire aircraft maintenance files upon the conclusion of each Working-Party.
• Organizing and archiving in the Airbus repository: Prepare and provide a complete digital file or equivalent digital media for each completed Working Party file.
• Original Document Archiving: Coordinate and ensure the timely and secure shipment of all original aircraft files to the Airbus headquarters in Toulouse France for official archive purposes.

• Headquarters and Local Staff Interface: Primary Support Interface: Act as the main administrative interface and single point of contact between the Airbus Middle East Headquarter and the WP Team deployed in the Region and abroad.
• Logistical Coordination (for Travel aspect): Assist local Airbus staff with operational administrative tasks related to their assignments at the customers facility.
• Supporting Warehouse operations for administrative tasks.

• Office Supplies Management: Manage and order the stock of Airbus office supplies requested by the Airbus Working-Party team.
• Procurement Coordination: Initiate and process orders for necessary office supplies and consumables cooperating closely with the procurement team in the Airbus AME Headquarter to ensure continuous availability and cost-effective ordering.

• Communication and Coordination: Reception: Serve as the primary point of contact answering and directing phone calls and greeting visitors professionally and courteously.
• Scheduling: Manage and maintain executive or department calendars, schedule appointments, meetings and coordinate travel arrangements (flights, accommodation, ground transportation).
• Meeting Support: Prepare meeting agendas, reserve meeting rooms, set up necessary equipment (e.g. A/V conferencing) and take, transcribe and distribute minutes as required.
• Internal and External Liaison: Act as a communication link between different departments, clients and external stakeholders.

Required Skills and Qualifications

• Experience: Proven experience in an administrative support role preferably within an aerospace or engineering environment.
• Organizational Excellence: Meticulous attention to detail and a high degree of proficiency in record-keeping and data management.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Excel, Word, Outlook) and Google Suite, experience working with shared databases and digital archiving systems.
• Communication: Excellent verbal and written communication skills capable of professional interaction with internal stakeholders.
• Compliance Awareness: Understanding of the importance of security and compliance regarding airport access regulations and sensitive personnel/aircraft documentation.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity as the foundation for the Company’s success reputation and sustainable growth.

Company

Airbus Africa and Middle East FZE

Job Details

Employment Type: Fixed term

Experience Level: Professional

Job Family: Administration / Documentation

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Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation or religious belief.

Airbus is and always has been committed to equal opportunities for all. As such we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to.

At Airbus we support you to work, connect and collaborate more easily and flexibly. Wherever possible we foster flexible working arrangements to stimulate innovative thinking.