Administrative Analyst

The Administrative Assistant provides administrative and organizational support to the Engineering Department, ensuring efficient daily operations, effective communication, and a professional work environment. This role requires a highly organized, proactive, service-oriented individual capable of managing multiple priorities with professionalism and confidentiality.Key ResponsibilitiesManage calendars, meetings, appointments, department activities, and schedules, coordinating with employees, management, suppliers, and visitors.Provide administrative support to Engineering management and team members, including follow-up on requests, tasks, and pending activities.Maintain Engineering offices, common areas, and conference rooms organized, equipped, and ready for use.Manage office supplies and purchasing activities, including quotations, purchase requests, orders, deliveries, inventory, and records.Coordinate with Purchasing, Finance, HR, Facilities, IT, suppliers, and other departments to address administrative and operational needs.Coordinate internal and external meetings, including room reservations, equipment, materials, documentation, refreshments, and other logistics.Coordinate Engineering visitor arrangements, including transportation, meals, accommodations, meeting rooms, schedules, and related requirements.Organize department engagement and team-building activities that promote collaboration and a positive work environment.Maintain accurate physical and electronic files, ensuring documentation is updated, accessible, and handled confidentially.Support administrative and financial documentation, including reports, expenses, invoices, receipts, and related records.Proactively identify administrative needs, resolve day-to-day issues, and perform other related duties as assigned.RequirementsTechnical or bachelor’s degree in Business Administration, Office Administration, Management, or a related field.2+ years of experience as an Administrative Assistant, Office Coordinator, Executive Assistant, or similar role.Bilingual English/Spanish proficiency, with strong verbal and written communication skills for interaction with U.S.-based employees, management, visitors, suppliers, and business contacts.Strong organizational, time-management, multitasking, and follow-up skills.Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.Ability to maintain confidentiality, meet deadlines, and work effectively in a fast-paced environment.Professional, proactive, and customer-service-oriented approach.