Energy Job Search · 3 hours ago
Administrative Assistant
Norwalk, CT
Full-time
Onsite
Mid Level
3+ years expEnergy Job Search is seeking an Administrative Assistant to provide general administrative support for GE Aerospace Senior Leaders and assist the finance team with operational tasks. The role requires exceptional attention to detail, discretion, and the ability to balance multiple priorities while performing tasks such as calendar management, travel coordination, and invoice management.
Staffing & Recruiting
No H1B
Responsibilities
Assists with calendar management. Able to coordinate daily activities, prioritize inquires 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
Assist with invoice management, including tracking, processing, and filing
Support bill payment activities and ensure timely execution of financial obligations
Coordinate with the finance team to maintain accurate records and documentation
Provide administrative support for audits, reconciliations, and other finance-related processes
Maintain and utilize a Notary Public designation to support company documentation needs
Contribute to process improvements and administrative efficiency across the organization
Support ad hoc projects and initiatives as assigned
Qualification
Required
High school diploma / GED
Internal: Minimum 3+ years' experience supporting high-level executives (EB and above)
External: Minimum of 5 years' experience as an administrator, preferably within a large organization
Preferred
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, Business Objects and other data gathering programs. Input and update data into Oracle databases
Self-Starter, proactive, able to work independently, 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 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
Benefits
Professional development
Challenging careers
Competitive compensation
Company
Energy Job Search
Join 3,000,000+ energy professionals who trust us to power their careers.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase