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Explore your next opportunity at a Fortune Global 500 organization. Envision innovative possibilities, experience our rewarding culture, and work with talented teams that help you become better every day. We know what it takes to lead UPS into tomorrow-people with a unique combination of skill + passion. If you have the qualities and drive to lead yourself or teams, there are roles ready to cultivate your skills and take you to the next level.
Job Description:
The Executive Administrative Assistant to the Air Region President provides comprehensive support to Airline executives, ensuring they can effectively fulfill their organizational responsibilities. This role involves managing executive schedules to optimize their time, coordinating travel arrangements, accommodations, and events to ensure punctual attendance at meetings and events while accommodating executive preferences. Additionally, the position involves filtering correspondence to ensure executives receive pertinent information, coordinating the timely exchange of information among executives and senior managers, and drafting and editing executive communications. The role requires building relationships across the organization, exercising discretion in handling complex situations, and representing the executive's office professionally.
Key Responsibilities
Maintain oversight of executive calendars to coordinate meetings, optimize time, address scheduling conflicts, and solve for logistical concerns.
Manage travel arrangements for the Airline President and his direct staff, including flights, hotels, and car reservations to and from various domestic/international locations, which will require flexible hours. Ensure leadership has required documents for global travel (including visas, immunizations, etc.).
Support on material preparation for, scheduling and coordinating virtual and onsite meetings and events, find and set up conference rooms or other suitable locations, arrange and supervise videoconferencing with Zoom and Teams, tend to event details, and order refreshments; work with leadership team on key customer meetings and events, attend meetings as needed.
Complete expense reports for Airline President and direct reports as needed. Creating, processing, inspecting, and validating team travel & expenses - ensuring compliance with travel policies.
Complete work to support region wide initiatives directed by the Airline President and staff. i.e., Process invoices, coordinate recognition programs, send group communications, etc.
Manage sensitive matters with a high level of confidentiality and discretion.
Screening and prioritizing communications - both external and internal.
Performing ad hoc project-related duties as requested.
Lend a hand to others while maintaining a positive and professional demeanor.
Qualifications
Bachelor's degree or five or more years of administrative experience supporting and communicating with senior executives and/or C-Suite leadership.
Position requires presence in the office 5 days a week at the UPS Air Group Building located at 1400 N Hurstbourne Pkwy, Louisville, KY 40223
Experience in handling confidential information and maintaining confidentiality of sensitive information.
Proficiency in verbal and written communication with superior attention to detail and professionalism
Experience managing and complete multiple high-priority projects and activities with strict time-sensitive deadlines.
Additional Desired Traits
Certified Administrative Professional (CAP) with the International Association of Administrative Professions (IAAP) or similar certification.
Experience with budget management and/or travel logistics, event planning.
Proficiency and proven experience in Microsoft Office Suite (Word, Excel)
Strong teamwork skills: and a confident ability to offer suggestions and improvements to processed and work very collaboratively with others.
Experience with UPS technology/systems such as SharePoint, Coupa, Campus Ship, Pull Print, APRS, teleconferencing system, etc.
Possess a natural ability and curiosity and to comprehend and adapt to company culture.
Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.
Customer centric orientation.
For Internal Candidates:
This job is a grade USAX_011.
Employee Type: Permanent
UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.
Other Criteria:
UPS is an equal opportunity employer. UPS does not discriminate on the basis of race/color/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity or any other characteristic protected by law.
Basic Qualifications:
Must be a U.S. Citizen or National of the U.S., an alien lawfully admitted for permanent residence, or an alien authorized to work in the U.S. for this employer.