Administrative Assistant

IF1139 GE Aviation Systems LLC; Grand Rapids (MI); On-site; USD 42,000 - 68,000; Full time

Job summary

GE Aerospace in Grand Rapids is seeking an Administrative Assistant to provide comprehensive administrative support to senior leaders. You will manage calendars, coordinate travel, prepare meetings, and maintain confidential records with discretion.

The role requires strong written and verbal communication, organization, and the ability to navigate a fast-paced environment while supporting critical business operations.

Qualifications

• High school diploma or GED required; experience in a large organization preferred.
• Minimum 5 years as an administrator, with calendar and office management experience.

Responsibilities

• Assist with calendar management, coordinate daily activities, prioritize inquiries and requests.
• Provide a bridge for smooth communication between leaders’ offices and internal departments.
• Coordinate travel arrangements, itineraries, lodging, transportation, and related expenses.
• Support senior leaders by maintaining documentation, minutes, and confidential records as needed.
• Prepare and manage mail, shipments, and office supply inventories within budget.

Skills

Calendar management

Scheduling

Office management

PowerPoint

Word

Excel

Outlook

Teams

Education

High school diploma / GED

Tools

PowerPoint

Word

Excel

Outlook

Teams

Job description

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.

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)

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)).

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.

• Relocation Assistance Provided: No

At GE Aerospace, we invent the future of flight, lift people up, and bring them home safely. We are a world-leading provider of jet engines, components, and integrated systems for commercial and military aircraft. At GE Aerospace, respect for people is core to our culture and commitment to FLIGHT DECK, our proprietary lean operating model. We attract, develop, and retain industry-leading talent from all backgrounds and cultivate communities where people are respected and empowered to reach their fullest potential. For the people of GE Aerospace, their work isn't just a job. It's their passion and purpose. We work and win as one team, accountable to each other and our customers, and we are always finding a better way to climb higher together. We were meant to fly.