Engineering Administrative Assistant

Engineering Administrative Assistant

Location: 100% Onsite – Canton, NY
Schedule: Full-Time | Monday–Friday | 8:00 AM – 5:00 PM
Occasional overtime may be required with prior approval

Interview Process:

• Round 1: Phone Screen

• Round 2: Onsite Panel Interview

Compliance Requirement:
DOD/ITAR Compliance Required
Candidates must be compliant with DOD/ITAR requirements and be U.S. citizens or U.S. nationals.

Position Overview

The Engineering Administrative Assistant provides comprehensive administrative and coordination support to engineering and plant teams. This role focuses on project financial tracking, reporting, meeting coordination, documentation control, onboarding logistics, and day-to-day administrative support to reduce non-technical workload for engineers. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, onsite manufacturing environment.

Key Responsibilities

Project & Financial Support

• Maintain project spend by entering and updating capital and expense portfolio data in internal databases.

• Request project charge numbers and support budget tracking in coordination with Finance.

• Prepare, analyze, and distribute monthly project spend, labor, and SAP-based reports.

• Track and update engineering, departmental, and operational metrics, including one-pagers, divisional metrics, and routine reports.

Engineering & Operations Support

• Track experimental parts and assist process engineers with quoting activities.

• Coordinate purchasing requests, receipts, documentation, and contractor-related materials.

• Handle logistics and coordination for recurring engineering and plant meetings, including the daily 10:00 a.m. project meeting.

• Prepare agendas, consolidate slide decks, capture meeting notes, distribute action items, and follow up on commitments.

Scheduling & Coordination

• Schedule meetings, conference rooms, vendor visits, and visitor access.

• Maintain shared calendars, distribution lists, and recurring meeting series.

• Coordinate onboarding for new employees, contractors, and interns, including materials, access requests, and system setup.

Administrative & Documentation Control

• Route and track access requests, IT tickets, facilities service tickets, and other service requests.

• Coordinate onsite training sessions, seminars, and external travel or training logistics.

• Manage shared inboxes, collaboration platforms (e.g., Teams, SharePoint), and shared folders using standardized naming and version control.

• Maintain and update SOPs, templates, checklists, and controlled documents in alignment with site documentation workflows.

• Support audit preparation and documentation readiness efforts.

• Track deadlines for project documentation, presentations, submissions, and extension requests; send reminders and follow up as needed.

Communication & General Support

• Draft and distribute routine communications, reminders, and coordination emails on behalf of the engineering team.

• Perform miscellaneous administrative tasks that help reduce non-technical workload for engineers.

Education

• High School Diploma or GED (Required)

Experience & Qualifications

• High proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook)

• Experience collaborating with cross-functional stakeholders to complete assigned tasks

• Experience using scheduling tools and managing availability across multiple stakeholders and locations

Preferred Skills

• 2 years of experience in an Administrative Assistant or similar support role

• Strong organizational and prioritization skills with the ability to manage multiple projects and deadlines

• Exceptional attention to detail in data entry, documentation, scheduling, and reporting

• Ability to anticipate needs, follow up on open items, and independently resolve routine issues

• Professional written and verbal communication skills when interacting with engineers, leadership, vendors, and cross-functional teams