Administrative Assistant

Job Description Summary

Job Description Working at our Grand Rapids Facility For more than 15 years our manufacturing facilities in Grand Rapids have helped fuel the growth and success of GE Aerospace. We’re producing high-quality electronics and avionics parts and equipment to exacting standards. This includes Avionics Computing Systems, Mission Systems, Navigation and Guidance Systems, and Vehicle Health & Data Management products. We’re the career home for union and non-union employees who seek purpose and challenge in their careers – people just like you.

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.

• 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.

High school diploma / GED Minimum of 5 years of experience as an administrator, preferably within a large organization (this includes experience with calendar management/scheduling, general office management, and current computer/office communications technologies such as PowerPoint, Word, Excel, Outlook, and Teams)

• 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,…