Executive Assistant

Bombardier; Fort Wayne (IN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Insurance plans

Retirement savings plan

Employee Assistance Program

Job summary

Bombardier Transportation GmbH is seeking an organized administrative professional to provide clerical support to Directors and senior leadership. You will assist with administration, communications, and coordinating activities across multiple departments.

The role includes designing and maintaining Microsoft databases and spreadsheets, preparing expense reports, and training staff in database tools to streamline processes. A strong, proactive communicator is essential.

Qualifications

• Clerical and administrative support experience.
• Ability to prepare and audit expense reports.
• Proficiency with word processing, spreadsheets and databases.

Responsibilities

• Adhere to Bombardier General Work Requirements.
• Provide clerical and administrative support to Director(s) and above at least 50% of the time.
• Advise Director(s) on departmental matters of administration and communication.
• Handle routine customer, interdepartmental or personnel matters with independent judgment.
• Design, create, implement, and troubleshoot Microsoft databases and spreadsheets.
• Train other employees on customized databases and spreadsheet applications.
• Prepare or edit presentations and communications for Director(s).
• Prepare, analyze and audit expense reports for VP approval.
• Plan and coordinate logistics for events and meetings.
• Prepare and initiate department-wide mass communications.

Job description

When applicable, Bombardier promotes flexible and hybrid work policies.

At Bombardier, we design, build and maintain the world’s peak-performing aircraft for the world’s most discerning people and businesses, governments and militaries. We have been successful in setting the highest standards by putting our people at the heart of it all, and defining excellence, together. Working at Bombardier means operating at the highest level. Every day, you are part of a team that delivers superior experiences and products, pushing the boundaries of what's possible in our industry and beyond. By prioritizing employee growth and development, we empower everyone to reach their full potential on their own terms, because the best work happens when you are free to be yourself and share your unique expertise.

With our employees’ well-being top of mind, we offer a comprehensive and competitive Benefits Program, which includes the following:

• Insurance plans (Dental, medical, life insurance, disability, and more)
• Retirement savings plan
• Employee Assistance Program

What are your contributions to the team?

• 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 employeesAct 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

How to thrive in this role?

• You have thorough knowledge of company policies and procedures applicable to assigned area
• You have thorough knowledge of operational processes and workflow for assigned area
• You have thorough knowledge of various files and filing system(s) for assigned area
• You have thorough knowledge of point-of-contacts for support functions of assigned area, for example, HR, payroll, purchasing, facilities, and travel
• You have thorough knowledge of computerized applications, for example, word processing, spreadsheet, database, and presentation software as required by assigned area
• You have thorough knowledge of auditing expense reports, purchase orders, invoices, and related documents to verify accuracy
• You have skills necessary to manage time and prioritize tasks
• You have ability to work in a team environment with all staff in Bombardier Aerospace Corporate offices, departments and applicable associated vendors
• You have ability to provide direction to other employees as applicable
• You have ability to use discretion with customers and staff
• You have ability to understand complexity of client relationships and status of accounts for upper management

Bombardier is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, disability status, veteran status, or any other characteristic protected by Federal, National, or Local Laws.