Executive Assistant

Job Description Summary

Performs complex and specialized executive administration support to the SALT (Senior Aerospace Leadership Team) at GE Aerospace. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the SALT. The Executive Administrator may also serve as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and executive relations efforts; and oversees special projects. The ideal candidate can exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills. The Executive Administrator must be to work independently with minimal direction in a fast-paced high pressure environment. Must be able to manage a wide variety of activities and confidential matters with discretion.

Job Description

ESSENTIAL RESPONSIBILITIES

• Provides exceptional calendar management. Demonstrated ability to manage complex schedules, as well as an exceptional ability to prioritize inquires and requests while troubleshooting conflicts with little guidance. Able to make independent judgement and recommendations to ensure smooth day-to-day engagements.
• Able to communicate directly, and on behalf of the officer. Provides a bridge for smooth communication between the leader’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Coordinate domestic and international 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.
• Works closely and effectively with the SALT member to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the leader updated.
• Prioritizes conflicting needs; handles all matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Schedule, plan and organize all logistical details for in-house and off-site meetings, training and events. Handle all logistics for the direct and/or indirect leaders (transportation, hotel rooms, catering and tickets). Prepare presentation and documents; may be required to travel to events to assist with on-site facilitation.
• 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 Aerospace 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.
• Makes decisions per established policies, procedures and regulations and applies these to work problems
• 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.

QUALIFICATIONS

• Bachelor's degree from an accredited university or college (or a high school diploma / GED with at least 10 years of related experience in Administration and Support).
• Minimum of 10 years’ experience as an administrator, including 3 years of experience supporting high-level executives (Sr. Manager and above), preferably within a large organization.
• Knowledge of general office management and current computer/office communications technologies; Proficient in Microsoft Software: PowerPoint, Word, Excel and Outlook.
• Able to run reports in Excel, Access, and other data gathering programs. Input and update data into databases.
• Ability to adapt to changing priorities and schedules based on business demands.
• This includes availability to work outside standard business hours, including evenings, weekends, and holidays, as needed to support critical business operations, meetings, or events.

DESIRED CHARACTERISTICS

• Knowledge of general office management and current computer/office communications technologies; Expert in Microsoft Software: PowerPoint, Word, Excel and Outlook.
• Able to run reports in Excel, Access, Business Objects and other data gathering programs. Input and update data into Oracle databases.
• Self-Starter, proactive, able to work independently with minimal direction, able to maintain confidentiality and handle matters discreetly.
• Effective time management and organizational skills; able to balance multiple priorities.
• 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 anticipate future needs of the team/leader, process information accordingly, implement and maintain a process to ensure flawless execution of deliverables.
• 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.

GE Aerospace will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable). Employees may also be subject to random and reasonable-suspicion drug and alcohol testing.