Executive Assistant - temporary contract for Maternity leave

08 Nov 2016
23 Jan 2017
Oil and Gas
Contract Type
Full Time
The Executive Assistant is responsible for defined work or projects with moderate complexity. In this role, you will follow an individual work plan and meet day-to-day short-term objectives and resolve issues through immediate action or short-term planning.

Essential Responsibilities

• Provide overall office management and administrative duties such as phone coverage, call screening, memos and letters to the executive• Establish and maintain strong communication links with Group, Division, and Department level secretarial and administrative personnel
• Proactively coordinate the executive's calendar, which is comprised of a heavy meeting schedule and extensive travel
• Plan, schedule, and arrange business meetings and travel itineraries; maintain passport and visa requirements; prepare and reconcile expense accounts for the Division

• Direct business contacts to appropriate managers
• Make complex travel arrangements and coordinates itineraries
• Process T&L expenses for the executive
• Prepare presentations, reports, spreadsheets, meeting minutes and other business information
• Assist in managing expense accounts and budgets
• Provide discrete and confidential coordination of sensitive company information
• Use discretion in interfacing with all levels of individuals, internally and externally
• Anticipate needs and accomplishes responsibilities without direction
• Prepare, evaluate, and edit incoming and outgoing communications for the executive
• Manage multiple projects and priorities and follow up to ensure timely achievement of commitments


• Bachelor's degree from an accredited university or college (or a high school diploma / GED with a good experience in an executive or administrative assistant position)• Fluent in English and Italian
• MS Office proficiency
• Customer orientation
• Able to work under time pressure
• Willingness and ability to work a flexible schedule when necessary
• EU work permit

Desired Characteristics

• Strong organizational skills and exceptional attention to detail and accuracy• Ability to prioritize and anticipate needs
• Ability to maintain confidentiality of highly sensitive information
• Ability to deal with ambiguity and handle stressful and difficult situations with composure
• Knowledge of GE policies / procedures
• Ability to balance workload under short deadlines and changing priorities in a fast-paced environment
• Ability to maintain absolute security of highly confidential information
• Internet proficiency and knowledge of web-based applications
• Strong oral and written communication skills
• Strong interpersonal and leadership skills