Executive Administrative Assistant

Job Description

In this role you will:

• Assist with calendar management.  Coordinate daily activities, prioritize inquires and requests, as well as troubleshoot conflicts. Will work in conjunction with the various leaders to ensure smooth day-to-day engagements.
• Provide a bridge for smooth communication between the leader’s office and internal departments; 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.
• Work closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Demonstrate 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 which may include Staff, All Hands, Flight Deck 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.
• Prepare, track and coordinate mail and shipments for the organization. Effectively acquire and maintain inventory of office supplies and equipment within budget constraints.
• Help support community responsibility events/activities.
• 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.
• Facilitate coordination: manage new hire working space, office moves, update floor plans, report building issues and communicate as necessary.  Maintain office equipment, report any issues or request service to keep equipment operation. Custodian of organization resources & budget.
• Demonstrate 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. Help keep organization charts, phone lists, and birthday lists up to date.
• Travel domestic & internationally as needed.

Minimum Qualifications:

• High school diploma / GED
• Internal: Minimum 3+ years’ experience supporting high-level executives (EB and above).
• External: Minimum of 5 years’ experience as an administrative assistant supporting executive level clients

Eligibility Requirement:

• Legal authorization to work in the U.S. is required.  We will not sponsor individuals for employment visas, now or in the future, for this job.

Desired Characteristics:

• Large matrixed organization experience
• Knowledge of general office management and current computer/office communications technologies; Proficient in Microsoft Software: PowerPoint, Notes, Word, Excel and Outlook.
• Ability to run reports in Excel, Access, Business Objects and other data gathering programs. Input and update data into Workday database.
• Ability to manage conference & meeting room technologies.
• Knowledge of Concur - global travel & expense system, badging system.
• 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 issues like trip cancellations, etc.
• Excellent interpersonal, verbal and written communications including strong grammatical skills. High attention to detail.
• Ability to quickly identify and prioritize goals and uses resources. Able to create solutions and meet deadlines, while considering both strategy and efficiency.
• Capable of working within a globally diverse team across different time zones and businesses. 

Note:

To comply with US immigration and other legal requirements, it is necessary to specify the minimum number of years experience required for any role based within the USA. For roles outside of the USA, to ensure compliance with applicable legislation, the JDs should focus on the substantive level of experience required for the role and a minimum number of years should NOT be used. This Job Description is intended to provide a high level guide to the role. However, it is not intended to amend or otherwise restrict/expand the duties required from each individual employee as set out in their respective employment contract and/or as otherwise agreed between an employee and their manager

Additional Information