Administrative Assistant

Title

Engineering Administrative Assistant

Duration

12 Months

Location

Canton, NY

Schedule

Monday – Friday, 8:00 am – 5:00 pm. Some overtime possible on an occasional basis.

Summary

One year expected, with possibility of extension based on demand.

Responsibilities

• Maintain project spend by entering and updating all capital and expense portfolio data into a database; request project charge numbers and support budget tracking in coordination with Finance.
• Prepare, analyze, and distribute monthly project spend, labor, and SAP‑based reports for capital and expense projects.
• Track and update engineering, departmental, and operational metrics, including one‑pager metrics, divisional vital fews, and routine reporting.
• Manage experimental parts tracking and assist process engineers with quoting activities.
• Coordinate purchasing requests, receipts, documentation, and contractor‑related materials.
• Own logistics and coordination for recurring engineering and plant meetings (including the daily 10:00 am plant project meeting); prepare agendas, consolidate slide decks, capture meeting notes, distribute action items, and follow up on commitments.
• Schedule meetings, conference rooms, vendor and visitor visits, and maintain shared calendars, distribution lists, and recurring meeting series.
• Organize onboarding for new employees, contractors, and interns, including materials, access requests, and system setup coordination.
• Route and track access requests, IT tickets, facilities service tickets, and other service requests for team members.
• Coordinate on‑site trainings, seminars, and external travel or training logistics, including registrations, documentation, and itineraries.
• Manage shared inboxes, collaboration platforms (e.g., Teams, SharePoint), and shared folders with standardized naming and version control.
• Maintain and update SOPs, templates, checklists, and controlled documents in accordance with plant documentation workflows; support audit preparation and documentation readiness.
• Track deadlines for project documentation, presentations, OneFile submissions, and extension requests; send reminders and follow up with owners.
• Draft and distribute routine communications, reminders, and coordination emails on behalf of the engineering team.
• Handle miscellaneous administrative and coordination tasks that reduce non‑technical workload for engineers.

Education

• HS Diploma or GED (minimum)

Experience

• Highly proficient with Microsoft Office tools such as Word, Excel, PowerPoint, and Outlook.
• Collaborate with key stakeholders to complete assigned tasks.
• Experience with scheduling tools, navigating stakeholder and location availability.

Desired Skills

• 2+ years of previous experience as an Administrative Assistant.
• Strong organizational and prioritization skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously.
• 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 for interacting with engineers, leadership, vendors, and cross‑functional teams.