Posted Position Title Executive Assistant

Job Number	1876555
Business	GE Oil & Gas
Business Segment	Oil & Gas
About Us	GE is a diversified global infrastructure, finance and media company that is built to meet essential world needs. From energy, water, transportation and health to access to money and information, GE serves customers in more than 100 countries and employs more than 300,000 people worldwide. For more information, visit the company's Web site at www.ge.com.
Career Level	Experienced
Function	Business Management
Function Segment	Administration and Support
Location(s) Where Opening Is Available	Australia
City	Adelaide
Postal Code	5013
Relocation Expenses	No
Role Summary/Purpose	Provide exceptional administrative support to the Regional Leader PC ANZ. This role will also co-ordinate logistics for all customer, external and internal GE visits, and events.
Essential Responsibilities	Meetings and Visit Management: • Manage the O&G meeting calendar, including all logistics; meeting invitations, meeting room bookings and set-up, equipment, conference call, Webex and refreshments • Preparation of support materials for meetings and support to attendees where required (e.g., internal GE visitors, external attendees, customers) • When required, minute taking/scribing, transcription of minutes and distribution to relevant parties • Setup of room, laptop, projector etc to ensure smooth running of review Event Management: • Co-ordinate all customer and GE internal events and be the single point of contact for all internal stakeholders and external vendors • Work with sourcing & facilities team to ensure preferred vendors and suppliers are used and cost is minimized where possible • Construct effective PowerPoint presentations to finished product in line with standard GE format/branding • Maintain library of presentations and material for Oil & Gas • Co-ordination of business reviews (and similar Oil & Gas reviews, such as overseas visitor reviews) • Co-ordination of input from contributors within appropriate timeframes • Maintenance of "look and feel" across content • Collation of material T&L Management • Responsible for organisation of all Travel/Accommodation requirements for Regional Leader and visitors as required, using the GETRes System (GE Travel Management System) • Make and manage appropriate arrangements for travel including; • Air • Car/Transportation • Hotel • Visas/Letters of introduction where required • Finance/Phone Access/Calling Cards etc • Preparation of travel plan prior to travel, with copies of itinerary, meeting schedule etc • Completion of post travel reports/diaries for Finance reporting Expenses Management: • Complete credit card reconciliation and "Out of Pocket" expenses • Check & record all expenses including Amex; out-of-pocket expenses and invoices Other Responsibilities • Manage and action all incoming correspondence including e-mails, faxes and external mail • Maintain accurate administrative records and filing systems and update organisational charts • Update communication/phone lists • Communication across business where required • Undertake other duties and projects as directed • Based in Adelaide, South Australia
Qualifications/Requirements	Qualifications/Requirements • Certificate IV in Office Administration, Communication, Event Management or equivalent (required) • At least 5 years experience working as on commercial projects and/or events for senior professional/s preferably within a global organisation • Customer Service Experience • Advanced skills in Microsoft Office suite (Word, Excel, PowerPoint, Outlook,) Advanced Internet skills • Ability to touch type (50 wpm minimum) • High level of competence using office equipment such as Conference phones, Video Conference, Scanners, GE Systems etc
Desired Characteristics	Desired • Strict confidentiality • Ability to show discretion and tact • Accountable • Adaptable and flexible • Superior attention to detail and accuracy • 'Customer First' approach to interactions with all internal/external customers • Professional approach to all work requirements and interactions • Highly effective communication skills (written and verbal) • Superior time management, planning and organisation skills • Multitask focus and must enjoy working in fast paced environment • Consistent role model of GE Growth Values • Ability to anticipate the needs of key Customers and develop pro-active and positive communication • Anticipates problems and implements pro-active solutions • Proven ability to produce deliverables in a timeframe at a standard that exceeds expectations • Able to convey a sense of excitement about GE when dealing with employees, leaders & external parties • Sense of urgency/energy applied to all work and a proactive approach to identifying and adopting a shift in focus related to new/shifting business priorities • Communication – ability to communicate relevant information to the right people at the right time • Innovation – Identifies and drives implementation of process enhancements within job scope/processes • Proven track record in building trust and commitment within business & with stakeholders • Teamwork – proactively helps others and offers assistance wherever possible and practicable • Ability to connect and engage with all levels in the business and appropriately flex communication style to suit these varying audiences • Developmental focus/passion – continuously focuses on self-development and proactively seeks feedback to facilitate this