Executive Administrative Assistant

GE HealthCare; Waukesha (WI); On-site; USD 52,000 - 78,000; Full time

Job summary

GE HealthCare is seeking an Executive Administrative Assistant to provide high-level support to two senior leaders. The role manages complex calendars, coordinates domestic and international travel, and prepares executive communications.

You will coordinate meetings, organize events, and assist with budgeting, invoices, and reporting. The candidate will handle confidential information with discretion while driving efficient business operations in a fast-paced environment.

Qualifications

• Bachelor's degree or equivalent; 3+ years of admin experience or 5+ years at senior level.
• Experience supporting senior leaders in a corporate environment with competing priorities.
• Strong written and verbal communication, professional and discreet handling of confidential information.
• Proficiency with Microsoft Office; advanced Excel skills for data analysis and reporting.

Responsibilities

• Provide comprehensive administrative support to senior leaders and leadership teams.
• Manage complex calendars, meeting schedules, and conference logistics.
• Coordinate domestic and international travel, itineraries, and documentation.
• Prepare, edit, and distribute correspondence, presentations, and meeting materials.
• Handle confidential information with professionalism and discretion.
• Organize leadership meetings, conferences, and team events; track action items.

Skills

Communication skills

Project coordination

Microsoft Office

Excel data analysis

Attention to detail

Education

Associate degree

Bachelor's degree (preferred)

Tools

Enterprise systems

Databases

Reporting tools

Job description

Job Description Summary

The Executive Administrative Assistant provides high-level administrative, operational, and project support to two assigned leaders within GE Healthcare. This role is responsible for ensuring efficient execution of business activities through calendar management, travel coordination, meeting planning, communications support, and special project coordination. The ideal candidate demonstrates exceptional organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Job Description

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative support to senior leaders and leadership teams.
• Manage complex calendars, meeting schedules, and conference logistics.
• Coordinate domestic and international travel arrangements, including itineraries and travel documentation.
• Prepare, edit, and distribute correspondence, presentations, reports, meeting materials, agendas, and executive communications.
• Support leadership with daily operational activities and prioritize requests to ensure timely execution.
• Handle highly confidential and sensitive information with professionalism and discretion.

Meeting and Event Coordination

• Organize leadership meetings, conferences, workshops, and team events.
• Coordinate meeting logistics, agendas, materials, and follow-up actions.
• Maintain accurate records of meetings and key deliverables when required.

Financial and Operational Support

• Process corporate card expenses, cash reimbursements, invoices, and related documentation.
• Partner with finance teams to support budget tracking, invoice processing, and expense management.
• Assist with maintaining organizational charts, departmental records, and operational documentation.
• Generate reports and analyze data using business systems and reporting tools.

Project and Business Support

• Support the execution of functional initiatives, process improvements, and special projects.
• Coordinate project activities and help track action items and deliverables.
• Provide support for technology, tools, and systems utilized by the organization.
• Train or mentor less experienced administrative professionals as needed.

Talent and Customer Support Activities: may include

• Coordinating candidate interviews and recruitment-related activities.
• Supporting contingent workforce requests and resource management processes.
• Maintaining customer records, pricing files, contracts, and business databases.
• Preparing business metrics, reports, customer communications, and departmental statistics.
• Providing support for internal processes, systems, and customer inquiries.

Quality And Compliance Responsibilities

• Comply with all GE HealthCare Quality Management System requirements, policies, procedures, and applicable regulatory requirements.
• Complete all required quality, compliance, and regulatory training within established deadlines.
• Identify, elevate, and support resolution of quality or compliance concerns as appropriate.
• Maintain adherence to company policies, ethical standards, and operational controls.

Required Qualifications

• High School Diploma, GED, or local equivalent.
• Associate degree and a minimum of 3 years of administrative experience in a corporate environment, or 5+ years of senior-level administrative experience in a professional business environment.
• Demonstrated experience supporting senior leaders and managing competing priorities.
• Strong written and verbal communication skills with the ability to communicate complex information clearly and professionally.
• Proven project coordination and organizational skills.
• Advanced proficiency in Microsoft Office applications
• Intermediate proficiency in Excel, including data analysis, reporting, charts, and formatting.
• Strong attention to detail and commitment to accuracy.

Preferred Qualifications

• Bachelor's degree in Business Administration, Communications, or related field.
• 7+ years of administrative, office management, or executive support experience.
• Experience supporting executive-level leaders in a large, matrixed organization.
• Strong interpersonal and stakeholder management skills with the ability to interact effectively with senior leaders and external partners.
• Experience working with enterprise systems, databases, and reporting tools.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Demonstrated problem-solving skills, sound judgment, and initiative.
• Ability to learn new technologies and business processes quickly.
• Proven ability to operate independently while maintaining a high level of professionalism and confidentiality.

We will not sponsor individuals for employment visas, now or in the future, for this job opening.

Additional Information

GE HealthCare offers a great work environment, professional development, challenging careers, and competitive compensation. GE HealthCare 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 HealthCare 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).

While GE HealthCare does not currently require U.S. employees to be vaccinated against COVID-19, some GE HealthCare customers have vaccination mandates that may apply to certain GE HealthCare employees.

Relocation Assistance Provided: No