Administrative Assistant

Position Overview

The Administrative Assistant will split time between supporting the Engineering department with billing, invoicing, and vendor coordination, and providing direct administrative support to executive leaders, assisting the Accounting team with financial administration and reporting.

Responsibilities

• Process and track Engineering department invoices, purchase orders, and vendor billing
• Coordinate with vendors and internal teams to resolve billing discrepancies
• Maintain service contracts, compliance documentation, and project records
• Support Engineering leadership with scheduling, reporting, and administrative needs
• Provide high-level administrative support to executive leaders, including expense reports and correspondence
• Prepare agendas, presentations, reports, and meeting minutes
• Serve as a professional liaison between executives and internal and external stakeholders
• Handle confidential and sensitive information with discretion and professionalism
• Aid in accounting support tasks such as data entry, invoice processing, and expense tracking
• Support accounts payable and receivable workflows and internal reporting
• Coordinate documentation and follow-up related to financial audits and deadlines
• Maintain organized digital and physical financial records

Qualifications

• 3+ years of experience in an accounting, administrative, executive assistant, or office management role
• Previous experience supporting accounting or finance functions strongly preferred
• High proficiency in Microsoft Office including Outlook, Excel, Word, and PowerPoint
• Exceptional organizational, time-management, and multitasking skills
• Strong attention to detail and accuracy, especially with financial data
• Professional communication skills and a hospitality-focused mindset
• Ability to adapt, prioritize, and remain composed in a fast-paced environment