Administrative Assistant

GE Aerospace•Grand Rapids, MI

16d•Onsite

About The Position

The Administrative Assistant is responsible for providing general administrative support for GE Aerospace Senior Leaders. The ideal candidate can exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. This role is located at our Grand Rapids Facility, which has been producing high-quality electronics and avionics parts and equipment for GE Aerospace for over 15 years.

Requirements

High school diploma / GED
Minimum of 5 years of experience as an administrator, preferably within a large organization
Experience with calendar management/scheduling
Experience with general office management
Proficiency with current computer/office communications technologies such as PowerPoint, Word, Excel, Outlook, and Teams
Ability to prove status as a U.S. Person (U.S. lawful permanent resident, U.S. Citizen, or granted asylee or refugee status)

Nice To Haves

Self-Starter, proactive, and able to work independently
Team player with strong interpersonal skills, capable of working within a globally diverse team across different time zones and businesses
Effective time management and organizational skills; ability to balance multiple priorities
Excellent interpersonal, verbal, and written communication, including strong grammatical skills
Ability to maintain confidentiality and handle matters discreetly and with high attention to detail
Ability to effectively interact and communicate with senior-level management, corporate contacts, and external customers
Ability to quickly identify and prioritize goals and use resources
Ability to create solutions and meet deadlines while considering both strategy and efficiency
Ability to adapt to changing priorities and schedules based on business demands, including availability to work outside standard business hours (evenings, weekends, and holidays, as needed, to support critical business operations, meetings, and events)

Responsibilities

Assist with calendar management, coordinate daily activities, prioritize inquiries and requests, and troubleshoot conflicts.
Work in conjunction with the leaders to ensure smooth day-to-day engagements.
Provide a bridge for smooth communication between the leaders’ offices and internal departments; 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, and print and submit/mail VAT reports, if necessary.
Work closely and effectively with the leaders to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
Demonstrate discretion and flexibility while working in a fast-paced environment and navigating ambiguity.
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, and 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, including effectively acquiring and maintaining inventory of office supplies and equipment within budget constraints.
Support community responsibility events/activities.
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.
Determine point-of-contact(s) and tools for all requests.
Provide facilities coordination and manage new-hire working spaces, office moves, updating floor plans, and reporting building issues.
Maintain office equipment and report any issues or request service to keep equipment operating.
Manage contacts using Outlook to conduct up-to-date database entries, track and manage highly classified correspondence, and facilitate relationships with key stakeholders.
Maintain organization charts, phone lists, and birthday lists so they stay up to date.