Administrative Assistant - External Communications - (Contract Position)

Embraer • Melbourne, FL

1d

About The Position

This is a contract position with part time hours Workload: 30 hours per week Financial & Payment Support Execute all steps related to payment processing, including creation of purchase requests, purchase orders, and payment documents in accordance with internal policies. Follow up with Finance on invoices approved and ready for payment. Support budget tracking and control for the External Communications department. Prepare and provide regular payment and budget status reports to department leadership. Supplier & Contract Management Manage suppliers’ monthly administrative processes, including: Requesting invoices for recurring fees Requesting monthly activity reports Tracking deliverables and workload Provide visibility to leadership on supplier workload and contract status. Maintain constant coordination with the Procurement team to support local contracts. Assist with the review, adjustment, and amendment of existing contracts, ensuring alignment with internal processes. Sponsorship & Compliance Support Support U.S. sponsorship processes by assisting with governance, tracking, and documentation flow. Follow up on approvals and activities within Compliance and Procurement systems. Interface with sponsors to collect invoices, sponsorship agreement signatures, and required reports. Administrative & Operational Support Handle ad-hoc administrative requests within the Communications area, including: Visits and events support Travel arrangements Press-related logistical activities Attend meetings as required and organize materials, documentation, and records. Cross-Department Support Provide administrative and financial-process support to the Government Relations and Embraer Foundation departments, including: Payment processing Financial reporting support Sponsorships, memberships, and related documentation Embraer is an equal opportunity employer

Responsibilities

• Execute all steps related to payment processing, including creation of purchase requests, purchase orders, and payment documents in accordance with internal policies.
• Follow up with Finance on invoices approved and ready for payment.
• Support budget tracking and control for the External Communications department.
• Prepare and provide regular payment and budget status reports to department leadership.
• Manage suppliers’ monthly administrative processes, including: Requesting invoices for recurring fees Requesting monthly activity reports Tracking deliverables and workload
• Provide visibility to leadership on supplier workload and contract status.
• Maintain constant coordination with the Procurement team to support local contracts.
• Assist with the review, adjustment, and amendment of existing contracts, ensuring alignment with internal processes.
• Support U.S. sponsorship processes by assisting with governance, tracking, and documentation flow.
• Follow up on approvals and activities within Compliance and Procurement systems.
• Interface with sponsors to collect invoices, sponsorship agreement signatures, and required reports.
• Handle ad-hoc administrative requests within the Communications area, including: Visits and events support Travel arrangements Press-related logistical activities
• Attend meetings as required and organize materials, documentation, and records.
• Provide administrative and financial-process support to the Government Relations and Embraer Foundation departments, including: Payment processing Financial reporting support Sponsorships, memberships, and related documentation

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees