Administrative Assistant

GE Aerospace; Grand Rapids (MI); On-site; USD 42,000 - 65,000; Full time

Job summary

GE Aerospace in Grand Rapids seeks an Administrative Assistant to provide essential support for senior leaders. The role requires strong written and verbal communication, organizational skills, and the ability to manage calendar activities and travel arrangements.

Ideal candidates will have a high school diploma or GED with 5+ years of administrative experience in a large organization, proficiency in Outlook, PowerPoint, Word, Excel, and Teams, and the ability to handle confidential information

Qualifications

• High school diploma or GED required; 5+ years of admin experience in large organizations preferred.
• Proven ability to manage calendars, communications, and day-to-day office operations.

Responsibilities

• Assist with calendar management and coordinate daily activities for senior leaders.
• Serve as a communication bridge between leaders' offices and internal departments; maintain credibility and support with senior management.
• Coordinate travel arrangements, itineraries, lodging, and related expense reports; manage VAT reporting if necessary.
• Prepare agendas, take minutes, and organize meetings and events as needed.
• Maintain records, filing, and confidential information with discretion.
• Manage mail, shipments, and office supplies within budget constraints.
• Support community responsibility events and coordinate facilities for new-hire spaces and office moves.
• Maintain contacts and organizational charts in Outlook and ensure up-to-date information.

Skills

Calendar management

Administrative support

Verbal & written communication

Organizational skills

Discretion

Education

High school diploma / GED

Tools

Outlook

PowerPoint

Word

Excel

Teams

Job description

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.

Role Overview

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.

Roles And Responsibilities

• 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.

Required Qualifications

• 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)

Preferred Characteristics

• 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, and external customers
• Ability to quickly identify and prioritize goals and use resources
• Ability to create solutions and meet deadlines while considering both strategy and efficiency
• Ability to adapt to changing priorities and schedules based on business demands, including availability to work outside standard business hours (evenings, weekends, and holidays, as needed, to support critical business operations, meetings, and events)

Additional Information

GE Aerospace offers a great work environment, professional development, challenging careers, and competitive compensation. GE Aerospace is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

GE Aerospace will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable). Employees may also be subject to random and reasonable-suspicion drug and alcohol testing.

This role requires access to U.S. export-controlled information. Therefore, employment will be contingent upon the ability to prove that you meet the status of a U.S. Person as one of the following: U.S. lawful permanent resident, U.S. Citizen, have been granted asylee or refugee status (i.e., a protected individual under the Immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3)).

Relocation Assistance Provided: No