Job title : Executive Assistant x 2 (10/12 month Secondment)

Job Number	1806765
Business	GE Capital
Business Segment	Capital - Asia Pacific
Career Level	Experienced
Function	Business Management
Function Segment	Administration and Support
Location(s) Where Opening Is Available	New Zealand
City	Auckland
Postal Code	1010
Relocation Expenses	No
Role Summary/Purpose	Provide assistance to multiple members of the NZ Leadership Team
Essential Responsibilities	- Ensure that diary and meeting schedules are up to date and complete for the Exec team as appropriate. - Follow up to check pre reading arrives in good time and print any agendas or material prior. - Redirect/handle any matters when required therefore ensuring minimal impact on Leaders time caused by dealing with inappropriate mail, phone calls. - Manage office supplies, and catering requirements within budget and in a timely fashion. - Provide administrative support to the relative Leadership team members, including, but not limited to: the transcription of correspondence; the preparation of documentation for conferences, preparation for meetings including handouts as required, presentations, agendas, minutes and other associated documentation. - Managing all travel and accommodation requirements for the Leadership team members to ensure cost effective travel with minimal disruptions/unplanned delays. - Managing the travel, accommodation, catering and venue requirements for conferences, meetings and functions hosted by the Leader. - Co-ordinate offsite conferences & meetings for the relevant Leaders. Ensure feedback on conferences is reviewed and incorporated into future events. - Manage the organising of relevant internal team events, team meetings and social events (R&R) off or on site including room bookings, associated paperwork, catering. vendor engagement and invoice processing. - Maintain accurate administrative, record keeping and filing systems where needed and in collaboration with EA community. - Re-directing mail where appropriate and forwarding relevant correspondence. - Proactively seeking information, answers and recommendations on behalf of the Leader as requests come through without guidance or prompting. - Maintain accurate Organisational Charts for department. - Process Leadership related invoices and update suppliers through GE’s BuytoPay system. - Monthly corporate credit card & expense reconciliation. - Preparing, co-ordinating and distributing agenda’s, minutes and other relevant papers/information for team meetings. - Take minutes of meetings if required. - Establishing working relationships with other Executive Assistants to ensure all Leaders are provided with effective support at all times. - Work collaboratively with the EA team to ensure best practice, resolution of issues and most effective day to day operation. - Undertake other assignments or participate in relevant projects as required.
Qualifications/Requirements	Office Management/business related qualification or experience Experience Extensive experience in a similar EA role at a senior level to multiple Leaders Technical Knowledge High speed typing ability Skills Expertise in Word, PowerPoint, Excel, and Outlook Attributes/Behaviours Excellent written and oral communication skills Ability to prioritise work to adhere to deadlines Flexibility in approach and ability to fulfil work requirements as required Initiative, flexibility and energy to deal with rapidly changing priorities and environment Ability to manage small projects Team player, demonstrates desire to support and co-ordinate the leadership team and EA team Ability to take initiative and work unsupervised Confidentiality essential, as will be working with sensitive information