Administration Assistant

Job Description

ESSENTIAL RESPONSIBILITIES

• Provides a friendly first impression to all CTEC students and visitors.  Communicates in a clear, concise, and professional manner.  Provides professional assistance to accommodate all customer requests including transportation, hotel help, and class arrangements.
• Provides administration support for the CTEC internal staff and customer inquiries.  Responds to customer phone calls and emails inquiries about CTEC and/or training.
• Assists with calendar management.  Able to coordinate daily activities, prioritize inquires and requests, as well as troubleshoot conflicts. Will work in conjunction with the external and internal customers to ensure smooth day-to-day engagements for customer training, meetings, and facility tours.
• Provides a bridge for smooth communication between the leader’s office and internal departments; Able to maintain credibility, trust, and support with senior management.
• Coordinate complex global travel arrangements; create travel trip itineraries; arrange for appropriate visas, transportation, lodging, and other needs while traveling; communicate with leader while traveling to ensure that they are fully informed of all issues arising; process and reconcile T&L expense accounts; print and submit/mail VAT reports, if necessary.
• Works closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Demonstrated ability to be discreet, flexible, work in a fast-paced environment, deal well with ambiguity.
• Schedule, plan and organize logistical details for in-house and off-site meetings, training, and events. To include Staff, All Hands, Kaizen Events, Volunteer, Engagement events, and other company events & meetings as necessary.  
• Develop and prepare agendas for various departmental meetings; coordinate and attend staff meetings as appropriate; prepare and distribute minutes to appropriate personnel, on an as needed basis.
• Responsible for the administrative support of CTEC University and providing backup support to CTEC operations personnel to enroll students, communicating class availability to customers, and setting up courses/resources in CTEC University.
• Prepare, track and coordinate mail and shipments for the organization. Able to effectively acquire and maintain inventory of office supplies and equipment within budget constraints.
• Helps support community responsibility events/activities.
• Able to identify the necessary credentials to ensure proper access to employees, both US and Foreign Nationals, as well as visitors, in order to protect GE Proprietary information and comply with government regulations. Knowledge of point of contacts and tools for all requests.
• Maintain office equipment, report any issues or request service to keep equipment operation. Custodian of organization resources & budget. Daily management of video displays.
• Demonstrated ability to manage contacts using Outlook to conduct up-to-date database entry, track and manage highly classified correspondence, and facilitate relationships with key stakeholders. Helps keep organization charts, phone lists, and birthday lists up to date.
• Able to travel domestic & internationally as needed.

QUALIFICATIONS

• High school diploma / GED
• Internal: Minimum 3+ years’ experience as an administrative assistant.
• External: Minimum of 5 years’ experience as an administrative assistant.
   

DESIRED CHARACTERISTICS

• Knowledge of general office management and current computer/office communications technologies; Proficient in Microsoft Software: PowerPoint, Notes, Word, Excel and Outlook.
• Able to run reports in Excel, Access, Business Objects, and other data gathering programs.
• Able to manage conference & meeting room technologies.
• Knowledge of Concur - global travel & expense system, badging system and learning management systems.
• Self-Starter, proactive, able to work independently, able to maintain confidentiality and handle matters discreetly.
• Effective time management and organizational skills; able to balance multiple priorities.
• Able and flexible to support off hours for urgent customer issues like transportation or scheduling issues.
• Able to effectively interact and communicate with senior level management, corporate contacts and external customers.
• Excellent interpersonal, verbal and written communications including strong grammatical skills. High attention to detail.
• Able to quickly identify and prioritize goals and uses resources. Able to create solutions and meet deadlines, while considering both strategy and efficiency.
• Team player with strong interpersonal skills, capable of working within a globally diverse team across different time zones and businesses. 

This role requires access to U.S. export-controlled information. If applicable, final offers will be contingent on ability to obtain authorization for access to U.S. export-controlled information from the U.S. Government.

Additional Information