Executive Administrative Assistant

Job Description Summary

The Executive Administrative Assistant to the General Manager of the Computing, Networking, & Mission Systems (CNMS) business will reside at the GE Aerospace Avionics headquarters in Grand Rapids, MI. In this role, you will support a team that develops cutting edge, world class leading products for the next generation of aircraft for military and commercial application with the noble cause of inventing the future of flight, lifting people up, and bringing them home safely.

To achieve this, the Executive Administrative Assistant is tasked with ownership of the CNMS Leader’s schedule, assisting with the onboarding of new hires and the brightest minds in the industry to the site, and support in travel planning, expense reports and office supply ordering. In addition, you will coordinate with other on-site administrators for engagement activities with the team, and customer visits.

ESSENTIAL 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.

QUALIFICATIONS:

• High school diploma / GED.
• This position requires U.S. citizenship status.
• 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.

DESIRED CHARACTERISTICS:

• Self-Starter, proactive, able to work independently, able to maintain confidentiality and handle matters discreetly.
• Ef…