Administrative Specialist

Essential 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(s) 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.

Qualifications/Requirements:

• High school diploma / GED
• Minimum of 5 years’ experience as an administrator, preferably within a large organization. Experience with calendar management and scheduling. 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, and other data gathering programs. Input and update data into databases.

Desired Characteristics:

• 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.
• Ability to adapt to changing priorities and schedules based on business demands. This includes availability to work outside standard business hours, including evenings, weekends, and holidays, as needed to support critical business operations, meetings, or events.