Energy Job Search · 10 hours ago
Executive Administrative Assistant
Norwalk, CT
Full-time
Onsite
Mid, Senior Level
$63K/yr - $120K/yr
5+ years expEnergy Job Search is seeking an Executive Administrative Assistant to provide general administrative support for GE Aerospace Senior Leaders in Treasury and Finance. The role involves managing calendars, coordinating travel, and facilitating communication between departments while maintaining discretion and attention to detail.
Staffing & Recruiting
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
Ability to work with key external relationships (banks, consulting firms, etc) to facilitate meetings and coordinate communications
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 leaders to keep them 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
Minimum of 5 years' experience as an administrator, preferably within a large organization
Exceptional attention to detail
Discretion
Ability to balance multiple priorities
Strong written and verbal communication skills
Strong administrative and organizational skills
Notary designation to support business needs
Ability to coordinate daily activities, prioritize inquiries and requests, and troubleshoot conflicts
Ability to maintain credibility, trust, and support with senior management
Ability to work with key external relationships (banks, consulting firms, etc.)
Ability to coordinate travel arrangements and create travel trip itineraries
Ability to maintain filing and records management systems and other office flow procedures which may be confidential
Ability to identify necessary credentials to ensure proper access to employees and visitors
Ability to manage contacts using Outlook and conduct up-to-date database entry
Ability to assist with invoice management, including tracking, processing, and filing
Ability to support bill payment activities and ensure timely execution of financial obligations
Ability to maintain accurate records and documentation
Ability to provide administrative support for audits, reconciliations, and other finance-related processes
Ability to contribute to process improvements and administrative efficiency across the organization
Ability to support ad hoc projects and initiatives as assigned
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
Effective time management and organizational skills
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
Able to quickly identify and prioritize goals and use 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
Healthcare benefits include medical, dental, vision, and prescription drug coverage
Access to a Health Coach
A 24/7 nurse-based resource
Access to the Employee Assistance Program, providing 24/7 confidential assessment, counseling and referral services
The GE Retirement Savings Plan
A tax-advantaged 401(k) savings opportunity with company matching contributions and company retirement contributions
Access to Fidelity resources and planning consultants
Tuition assistance
Adoption assistance
Paid parental leave
Disability insurance
Life insurance
Paid time-off for vacation or illness
Company
Energy Job Search
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201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase