Staffing - Administrative Assistant/Secretary III

Engineering Administrative Assistant

Location: 100% Onsite - Canton, NY

Schedule: Full-Time, M-F, 8am - 5pm. Some OT possible - as approved on an occasional basis.

Interview Process: 2 Rounds. First round phone screen. Second round onsite panel interview. One year expected. Possibility of extension based on demand.

DOD/ITAR Compliant Required - This is an ITAR facility. DOD compliance requires US Citizens for this role.

Responsibilities

• Maintain project spend by entering and updating all capital and expense portfolio data into 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 a.m. 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, & Outlook

Collaborate with key stakeholders to complete assigned tasks

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.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."