ADMINISTRATIVE ASSISTANT- ENGINEERING DEPARTMENT

Provides comprehensive administrative support to a senior-level manager and their staff, functioning as the primary coordinator of day-to-day departmental operations. The role requires a close working relationship with the manager and team, demanding a high degree of responsiveness, discretion, and independent judgment. Responsibilities include managing complex and confidential administrative tasks to ensure smooth departmental workflow with minimal supervision. The individual in this role must have a thorough understanding of company policies, procedures, and organizational structure, and must be capable of exercising independent decision-making on matters of significance to the department and the organization as a whole.

Key duties include preparing a wide range of confidential and detailed reports using advanced software applications such as Microsoft Word, Excel, PowerPoint, MS SharePoint, and MS Teams. Assist management with maintaining event and meeting schedules, assist with employee timesheets and coordinating payroll-related adjustments as needed. The role also requires maintaining overtime records, managing incoming and outgoing correspondence, providing employee training, submission of travel requests, expense authorizations, expense reports and purchase requisitions. Additional responsibilities include scheduling candidate interviews including physical and eye examinations, assist with maintaining employee training records, maintaining company licenses and tracking employee certification records. The position will also be responsible for additional duties as assigned by the manager.

The minimum qualifications for this role include either a community college certification in Secretarial Science and two years of progressively responsible experience in the field, or four years of progressively responsible administrative experience. Proficiency in Microsoft Office Suite 365, MS SharePoint, and MS Teams (including document management) is required. The ideal candidate will be highly self-motivated, able to prioritize tasks independently, and possess excellent interpersonal skills to handle sensitive and confidential situations with professionalism, tact, and diplomacy. Strong communication skills and the ability to engage effectively with individuals at all levels of the organization are essential. A valid state driver’s license is required, and employment is contingent upon the successful completion of a security investigation. The selected candidate must also meet all eligibility requirements to work at the White Sands Missile Range (WSMR) installation.

DESIRED QUALIFICATIONS: Bachelor’s degree in business related field. Advanced MS Excel skills.