Job Description Summary

Job Description

This critical Executive Assistant role performs complex and specialized assistant function and manages day to day business activities for the President and Chief Executive Officer, Commercial Engines and Services. Work requires the use of independent judgment and ability to coordinate activities, agenda and business events. In this role you will provide high-level, confidential administrative support with professional maturity, diplomacy, and discretion.

RESPONSIBILITIES

• Provides independent and comprehensive support to the President and Chief Executive Officer, Commercial Engines and Services.
• Demonstrated ability to exercise discretion and independent judgment to ensure a professional, responsive and effective relationship with senior leaders, direct/indirect reports, external customers and suppliers.
• Provides exceptional schedule management. Demonstrated ability to manage complex schedules, as well as judgment to prioritize inquires and requests while troubleshooting conflicts with little guidance. Able to balance priorities and provide recommendations to ensure smooth day-to-day engagements.
• 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.
• Schedule, plan and organize all logistical details for in-house and off-site meetings, training and events. 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.
• Develop PowerPoint presentations and other graphic presentations; type various correspondences both in own signature and in manager's signature.
• Maintain distribution lists
• 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
• Able to identify the necessary credentials to ensure proper access to employees, both US and Foreign Nationals, as well as visitors, in order 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, identifies and implements process improvements as applicable.
• 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 up to date.
• Partner with executive staff to support daily administrative office functions

• Well-versed in computer/office communications technologies; Expert in Microsoft Software: PowerPoint, Word, Excel and Outlook.
• Experience in booking and managing global travel and its requirements.
• Understanding of and experience in a demanding business, regulatory environment.
• Positive, can-do attitude.
• Self-starter, takes initiative. 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.