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Office Coordinator

2 months ago


Bothell, Washington, United States GE Vernova Full time
Position Overview

About GE Vernova

GE Vernova is dedicated to providing innovative solutions that drive the energy transition forward. Our mission is to electrify the world while simultaneously reducing carbon emissions. Within our Electrification Software division, we offer essential software solutions, such as GridOS, to global utility companies, ensuring they can deliver reliable, sustainable, and cost-effective energy.

Role Summary

We are seeking an experienced Executive Assistant & Site Coordinator to join our dynamic team. This pivotal role is based in our Seattle area hub, where we develop cutting-edge software applications for our international utility clients. The Executive Assistant & Site Programs Coordinator will be an integral part of the global marketing organization, providing comprehensive support to the marketing executive on-site, including calendar management, travel arrangements, and expense tracking. Additionally, this position is vital in creating exceptional experiences for our customers, partners, and internal executives visiting our facility. This role reports directly to the Chief Marketing Officer of Grid Software and requires on-site presence in the Seattle metro area.

Key Responsibilities
Executive Support
  • Deliver daily executive assistance to the marketing executive, including managing a busy calendar, coordinating domestic and international travel, and preparing expense documentation.
  • Draft professional communications with meticulous attention to detail, ensuring confidentiality is maintained.
  • Facilitate visits from executive leadership team members, collaborating with other executive assistants to ensure seamless experiences, including managing temporary badges and meeting arrangements.
  • Provide administrative support for marketing initiatives, including event coordination.
Site Coordination
  • Organize customer and visitor briefing meetings, overseeing logistics and ensuring a positive meeting experience. Responsibilities include booking meeting spaces, developing agendas, securing speakers, arranging catering, and serving as the primary contact.
  • Assist in preparing high-quality materials for customer briefings and internal leadership meetings, including welcome presentations, videos, agendas, and action logs.
  • Lead the organization of employee engagement programs, which involves scheduling meetings, drafting communications, taking notes, creating action plans, and supporting team activities.
  • Support or manage the coordination of site events, such as team meetings, town halls, and employee resource group activities.
Qualifications
  • A Bachelor’s degree and a minimum of 3 years of professional experience in an administrative capacity, or 6+ years of relevant experience.
Skills and Expertise
  • Proficient in managing executive-level calendars, coordinating travel, and preparing expense reports.
  • Advanced skills in Microsoft Office Suite (Outlook, Excel, PowerPoint, and Word).
  • Familiarity with conference room and telepresence software (e.g., Microsoft Teams).
  • Experience in writing, editing, and proofreading internal communications.
  • Ability to create high-quality presentations using PowerPoint.
  • Experience in event planning and execution, including logistics management and attendee experience.
Desired Attributes
  • Capable of maintaining composure and efficiently switching tasks in a fast-paced environment.
  • Self-motivated and organized, able to work effectively with minimal supervision.
  • Quick to learn organizational structures and team objectives.
  • Adept at building collaborative and productive relationships across all levels of the organization.
Additional Information

GE offers a supportive work environment, opportunities for professional growth, challenging career paths, and competitive compensation. GE is an Equal Opportunity Employer, making employment decisions without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.