Personal & Office Assistant

Job Description Summary

Administrative and Executive Support. Impacts quality of own work and the work of others on the team. Executes standard operational/technical tasks typically subject to instructions and work routines. There is latitude to rearrange the sequence to complete task/duties based on changing work situations.

Job Description

Key Responsibilities

Calendar & Travel Management

• Optimize RGM schedules and manage complex calendar appointments.
  
  
• Coordinate and manage extensive travel arrangements, including visas, hotel bookings, and logistics.
  
  
• Schedule and coordinate internal and external meetings, conference calls, and executive engagements.
  
  

Operational Support & Event Management

• Provide in-depth support for event management, including town halls, global executive and customer visits, exhibitions/congresses, team meetings, training sessions, awareness campaigns, and volunteering activities.
  
  
• Handle logistics for all events, including planning, organizing, and coordinating partner events.
  
  

Financial Management & Reporting

• Assist with financial management tasks such as expense claim monitoring, purchase orders, invoicing, payment processing, reconciliations, and monthly/fiscal year reporting.
  
  
• Prepare and process expense reports for the RGM
  
  

Office Administration & Engagement Development

• Manage office administration tasks and maintain both manual and computerized information filing systems.
  
  
• Support workforce training and development initiatives as required.
  
  

Communications & Documentation

• Coordinate and manage communications, presentations, and sales collaterals.
  
  
• Draft business correspondence and create reports in Excel spreadsheets and PowerPoint presentations.
  
  
• Record and prepare minutes of meetings and follow up on action items.
  
  

Confidentiality & High-Profile Interaction

• Confidently interface with senior management and high-profile clients.
  
  
• Handle highly confidential and sensitive information with discretion.
  
  

General Support

• Screen and manage incoming correspondence, including emails and telephone queries.
  
  
• Ensure executives are well-prepared for meetings with concise briefing documents and suggested talking points.
  
  

Required Qualifications

• Bachelor’s degree or diploma in a relevant field from an accredited university or college, or a high school degree with relevant work experience.
  
  
• Minimum 5 years of experience as an executive assistant or similar administrative role
  
  
• Strong proficiency in Microsoft Office Suite (Excel, PowerPoint, Word).
  
  
• Ability to handle confidential information with discretion.
  
  
• Strong communication skills in English both written and verbal
  
  
• The role may require up to 10% travel, primarily across the region, with potential travel to other locations as business needs require
  
  

Desired Characteristics

• Excellent communication and interpersonal skills
  
  
• Ability to document, plan, market, and execute programs.
  
  
• Prior working experience with GE Vernova will be advantage.
  
  
• Prior working experience in an global organization
  
  
• Strong attention to detail and problem-solving skills
  
  
• Exceptional organizational and multitasking skills
  
  

Additional Information

Relocation Assistance Provided: No