Engineering Administrative Assistant

Description

• Create and track procurement requisitions using information from engineering teams on project work or operational activities.
• Coordinate meeting availability and occasionally facilitate content with other executive administrators and chiefs of staff.
• Distribute electronic announcements, information, reports, or other documentation on behalf of the management team.
• Handle administrative tasks including mail, catering for meetings, conference room scheduling, and maintenance and ordering of office supplies.
• Coordinate administrative internal change impacts, such as seating arrangements.
• Coordinate special activities, including recognition and morale events like birthdays and yearly kick-offs.
• Coordinate travel for executive members, including complex group travel through internal travel systems or externally as needed.
• Plan and coordinate complex meetings both in-person and virtually as requested by the management team.
• Support expense reporting, P-card reporting, and invoice processing in a timely manner, ensuring correctness at each phase.
• Track business expenses, draft standard reporting, and support corrections on invoicing and forecasting.
• Perform administrative onboarding tasks, such as computer/device ordering and desk preparation for new members.

Requirements

• Ability and willingness to travel up to 5%, both domestically and internationally.
• 2-year associate’s degree in business or a technical field (e.g., accounting and finance, business, math) or completion of a trade school, or 3+ years of relevant administrative experience.
• Japanese language skills are good to have but not required.
• Ability and willingness to work up to 5% overtime.
• Experience in using SAP/Ariba procurement.
• Experience using PowerBI to gather or create reports.
• Past experience within any department.
• Experience administrating meetings within Microsoft Teams and other virtual meeting platforms.
• Proficiency in Microsoft Office products including Excel, PowerPoint, Word, Outlook, and Teams.

Benefits

• Medical, dental & vision
• Health Spending Account (HSA)
• Short and long-term disability
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Employee Assistance Program
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Transportation benefits
• Time Off/Leave (PTO, Vacation or Sick Leave)

Training + Development

Interview process

Visa Sponsorship

Security clearance