Administrative Assistant - Contract

Segula Technologies is a global engineering and consulting firm specializing in innovative solutions across industries such as aerospace, automotive, energy, rail, and life sciences. Founded in 1985 and headquartered in France, Segula operates in over 30 countries, driving technological advancements, improving industrial performance, and supporting clients throughout the product lifecycle.

With expertise in design, manufacturing, testing, and project management, Segula helps businesses tackle complex engineering challenges while fostering innovation and sustainability.

Our Aerospace Client t is looking for a Customer Support Administrative Assistant (Contract) to join their Customer Services team, based in Herndon, Virginia.

In this role you will provide administrative support to the team, including but not limited to preparing expense reports, creating purchase order requisitions, updating team member's calendars and organizing and planning weekly meetings.

Teams Administrative Support (towards AASC/AASB/AASO):   55%

• Online/Call travel booking support using SAP CONCUR tool, or via travel agent (BCD Travel)
• Update & maintain team travel and vacation team calendars. Monitor vacation/sick report using MyPulse tool 
• Prepare travel expense reports for reimbursement using CONCUR.  This includes at least 3 team leaders and potentially some team members, as needed.
• Review travel expense reports from team members to ensure adherence towards Airbus Travel Policy 
• Gather and input updated information related to airlines and needed by management using Salesforce.
• Maintain and distribute customer communications list 
• Authorize and maintain a budget spreadsheet for promotional items. 
• Create PO requisitions and good receipt using Click n’ Buy tool (for primarily general procurement items)
• Manage & monitor monthly travel budget
• Organize and support the management weekly meeting and prepare the minutes. 
• Assist with Customer  event organization/meetings and associated booking (knowledge of vFairs (replacement of the Aventri tool)). 
• Organize and support yearly team booster event
• Assist with catering working lunch for team workshops

Operational Administrative Support:  40%

• Administer and coordinate the Know Your Customer (KYC) process for all new Airbus customers and as required for legacy customers.
• Administer and coordinate AirbusWorld onboarding documentation and connections which includes:
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• Contract customization of the General Data Release Agreement (GDRA), the Maintenance Repair Overhaul ServiceS Agreement (MROSA), the Customer Support Agreement (CSA), the AirbusWorld General Terms and Conditions (including addendums), Company Registration, User Entity Administrator Agreement (UEA), AirbusWorld quotation, and regular communication with the AirbusWorld Administration Team.
• Communicates with Support Contracts staff to ensure all AASC agreements are maintained and up to date in accordance with Airbus policies.
• Ensures the safe storage and/or archiving of signed agreements, legal documents and other records.
• Under the guidance and direction of the CSD for MROs, administers and coordinates other special agreements required for lessors/third parties/consultants/aircraft owners (including P2F)/ MRO as owners for teardowns and other hybrid customers
• Supports the CSD MRO for the liaison with Hamburg EDP Team and administers the US version of the DOSA and EDPSO process with US based Design Organizations and STC Houses.

​Additional Responsibilities: 

Other duties as assigned:  5%

• Any other needed administrative duties as assigned

• Educated to 2 year Associate's degree level (or equivalent) in business management or a related discipline 
• Excellent interpersonal and communication skills 
• Creative spirit with good management skills 
• Advanced level in English, other languages a plus 
• Autonomous, ability to take initiative, customer focused.
• Works well in a collaborative team environment.
• Present a professional appearance as generally accepted in the business and aerospace environment
• Use of Google Suite products 
• Authorized to work in the US, Able to work in US without current or future need for  visa sponsorship  
• 1% (Minimal) Domestic and International travel

Here’s a heads-up of the upcoming steps:

1. Phone Interview with Recruiter: We’ll begin with an introductory call to discuss your background and interest in the role. Please make sure to add your correct phone number. You will hear from us soon. 
2. Interview with the Hiring Manager
3. Offer Letter: We´ll extend you an offer and start the onboarding process.
4. Background Check & DOT Drug Screen: This step involves conducting a comprehensive background check, which includes reviewing criminal history, and other relevant records. Additionally, a Department of Transportation (DOT) drug screening will be carried out to ensure compliance with federal regulations for safety-sensitive positions
5. You start your next challenge!

This position is a temporary (contract) position with no specific time period but could be extended or shortened as needed. Contractors are employed by a Segula Technologies and placed on assignment at our client´s facility