This job has closed.

GE Aerospace · 5 hours ago

Executive Administrative Assistant

Grand Rapids, MI

Full-time

Onsite

Senior Level

5+ years exp

GE Aerospace is a leading company in the aviation sector, focused on developing advanced products for military and commercial aircraft. The Executive Administrative Assistant will support the General Manager by managing schedules, coordinating travel, and facilitating communication within the team.

AerospaceCommercialManufacturing

No H1B

U.S. Citizen Only

Responsibilities

Assists with calendar management. Able to coordinate daily activities, prioritize inquiries and requests, as well as troubleshoot conflicts. Will work in conjunction with the leader to ensure smooth day-to-day engagements

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 travel arrangements; create travel trip itineraries; arrange for transportation, lodging, and other needs while traveling; communicate with supervisors 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

May be required to schedule, plan and organize logistical details for in-house and off-site meetings, training and events

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

Maintain filing and records management systems and other office flow procedures which may be confidential

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, to protect GE Proprietary information and comply with government regulations. Knowledge of point of contacts and tools for all requests

Facilities 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

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

Qualification

Calendar managementMicrosoft Office SuiteData reportingOffice management practicesDatabase managementTime managementInterpersonal skillsWritten communicationProblem-solvingTeam player

Required

High school diploma / GED

This position requires U.S. citizenship status

This is an onsite in office Grand Rapids, MI opportunity

Experience: Minimum of 5 years' experience as an Executive Administrator, ideally within a large organization

Technical Skills: Min of 5 years experience: Strong expertise in calendar management and scheduling

Comprehensive knowledge of office management practices and modern communication technologies

Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook)

Skilled in data reporting using Excel, Access, and other data analysis tools

Experience with database management, including accurate data input and updates

Demonstrated ability to be discreet, flexible, work in a fast-paced environment, deal well with ambiguity

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