Administrative Assistant/Secretary III

Premier Staffing Solution•Canton, NY

About The Position

This role is responsible for providing comprehensive administrative support to an engineering team, focusing on project spend management, reporting, coordination, and documentation. The Administrative Assistant/Secretary III will play a key role in ensuring smooth operations by managing various administrative tasks, facilitating communication, and maintaining organized records.

Requirements

HS Diploma or GED
Highly proficient with Microsoft Office tools such as Word, Excel, PowerPoint, & Outlook
Collaborate with key stakeholders to complete assigned tasks
Experience with scheduling tools, navigating stakeholder and location availability

Nice To Haves

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.

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.