Public Affairs Site Activity Planner

To ensure the effective delivery of political and strategic stakeholder visits across Airbus UK commercial aircraft sites by effectively, planning, coordinating and supporting the execution of site visits in Filton and Broughton.

The role can be performed from either the Broughton site or Filton site.

The role predominantly focuses on organisational support and project coordination for the visits and external stakeholder engagement activities of the Broughton and Filton Public Affairs Managers.

This is a highly visible role involving engagement and coordination with senior stakeholders/representatives from UK, Welsh Government, Local Authorities, political parties and parliamentary offices. The projects / events often involve coordination across Filton and Broughton site leadership teams along with a wide breadth of support functions (Facilities, Security, Early Careers, Health & Safety etc..) at each site.

You will also work closely with the wider UK Public Affairs Team based in London, the UK Communications team for Airbus Commercial Aircraft and with internal stakeholders cross divisionally (Defence and Space & Helicopters), gaining insight and exposure to a wider range of political topics, business issues aligned to Airbus UKs Strategic Objectives. This role will also provide the opportunity to:

• Build a broad professional network internal and external to Airbus
• Grow awareness of Airbus' links with government, politicians, policy makers, external organisations and stakeholders
• Develop and grow knowledge of the Airbus Commercial business in the UK and how this interlinks between the UK sites, Airbus Helicopters and Airbus Defence and Space.

Areas of Focus

Political Visit and Activity coordination:

• Plan, coordinate and manage the logistics for each political visit involving room and catering bookings, alignment with facilities, security, transport and front of house teams.
• Secure operational support for each visit involving alignment with Airbus hosts engaging with executive outer offices and coordinating availability/diaries.
• Formulating visit agendas & high level standard briefings for Public Affairs managers to finesse / customise for each visit.

Coordination of site specific stakeholder engagement requests and activities:

• Fielding enquiries that are not core Public Affairs but essential in supporting the site ambitions of Filton and Broughton.
• Attend weekly internal meetings to share the political visits calendars and identify collaborative opportunities across functions (educational liaison, communications, executive assistants).

Maintains effective oversight of Public Affairs budget tracking and compliance:

• Lead the coordination of Public Affairs Site specific sponsorship requests for Filton and Broughton in a timely manner, reviewing requests, ensuring ethics and compliance processes are followed and post event analysis completed.
• Monitor spend for Public Affairs Site hospitality and defined projects to ensure spend stays within budget.

Stakeholder Mapping and Management of administration requirements:

• Lead a refresh of the Public Affairs site stakeholder maps, maintaining an up to date list of key stakeholders with full contact details.
• Ordering of stationery, hospitality, PPE, work-wear, promotional and other items as required by the site Public Affairs managers

Expectations

• To deliver the requirements of this role, the job holder will form effective working relationships with the Public Affairs managers in Filton and Broughton, the wider UK Public Affairs team, members of the UK communications team and key site stakeholders.
• Able to work both independently and in a team environment
• Accountable for tasks and responsibilities expected of the role holder
• A complete finisher who has a "can do" attitude to support a broad range of initiatives
• Flexibility and responsiveness is key as the work of the Public Affairs team is very fast paced, dynamic. Ability to adapt to changing environments is essential.
• Able to lead the planning and support the Public Affairs managers with visits and events across both sites.
• Attention to detail and creation of high quality planning/agenda documents is essential.
• A proactive approach to staying up to speed with key business processes is needed to ensure that the team meets all company and statutory requirements. e.g. GDPR
• Awareness of the stakeholder community
• Resilience and the ability to multi-task effectively and constructively in a demanding part of the business.

Required Skills

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.

Additionally:

• Experienced in project coordination and a desire to develop strong project management skills
• Well organised, detail-organised and comfortable highlighting and following up on actions
• High degree of discretion
• Stakeholder management
• Excellent organisation and time management
• Strong communication skills both written and orally and an interest in Public Affairs as a corporate function
• Strong IT skills including Google Workspace tools in order to create and maintain high quality documents
• Self-motivated and able to work proactively using own initiative

Public Affairs Internal Interactions

• Public Affairs Managers in Filton & Broughton,
• UK Public Affairs team in London
• Head of Public Affairs Commercial & Helicopters UK
• UK Public Affairs Coordinator
• UK Public Affairs Intern

Airbus Internal Interactions

• Site leadership teams at Broughton and Filton
• PAs and assistants of UK senior leaders
• Support Functions: Facilities, Early Careers, Educational Liaison, Security, Health & Safety, Transport, CBRE, Front of House