Administrative Assistant - External Communications - (Contract Position)

Embraer•Melbourne, FL

About The Position

The Administrative Assistant provides financial, supplier, sponsorship, compliance, and general administrative support to the External Communications department. This contract position is part time, with a workload of 30 hours per week. The role also provides administrative and financial-process support to the Government Relations and Embraer Foundation departments.

Responsibilities

Process payments, including creating 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 regular payment and budget status reports for department leadership.
Manage suppliers’ monthly administrative processes, including requesting recurring-fee invoices and monthly activity reports, and tracking deliverables and workload.
Provide leadership with visibility into supplier workload and contract status.
Coordinate with the Procurement team to support local contracts.
Assist with reviewing, adjusting, and amending existing contracts in alignment with internal processes.
Support U.S. sponsorship processes through governance, tracking, and documentation flow.
Follow up on approvals and activities in Compliance and Procurement systems.
Coordinate with sponsors to collect invoices, sponsorship agreement signatures, and required reports.
Handle ad hoc administrative requests for the Communications area, including visit and event support, travel arrangements, and press-related logistics.
Attend meetings as required and organize materials, documentation, and records.
Provide administrative and financial-process support to Government Relations and Embraer Foundation, including payment processing, financial reporting, sponsorships, memberships, and related documentation.