Top Division Engineering Executive jobs in Philadelphia, PA

1. Summary of Position:  (Brief description of overall responsibilities and function)

Engineering Executive Assistant plays an integral role for the business, being the first face or voice to the executive and handles communications, supervises staff, prepares reports, schedules meetings and much more. This person has the ability to provide strong administrative support to keep things moving. They can speak and write in a sharp, succinct, and positive manner that creates a good image of the company and the executive that represents. They can forge relationships with other Executives and their support team while conducting business. They can organize and handle Team meetings, Town Hall, All Hands meetings and interact in a positive manner that is efficient yet friendly. This person possess the ability to actively listen to other people’s concerns, ask questions, and be able to share properly and diplomatically those concern. 

The job of Engineering Executive Assistant is extremely dynamic and requires to be able to thrive in a fast-paced environment. While speed is imperative, what’s more important is the ability to multitask in an organized manner, being responsive and able to prioritize and complete tasks, such as schedule conferences, track meetings, book travel, and prepare reports and documents effectively. Professionalism is a must-have quality. Confidentiality is something that is a non-negotiable trait that ranks at the top of the must-haves for this role. This person will be an excellent team player with the ability to bring forward well-thought out ideas– often from a different perspective– that can make a powerful impact.

Duties and Responsibilities:

  % of

 Time

Business Travels. Work closely with General Service to assist the needs of 

divisional travel request and expense (including the DERs). Develop appropriate

level of delegation in Concur in alignment with General Service. 

Take ownership of traveling needs for Engineering Division becoming 

the natural representative of General Service

15

Internal/External Hospitality. Responsible for organizing internal or 

external hospitality making and managing necessary requests 

5

Agenda organization and management. Helps with the organization and 

management of the agenda of Engineering VP, organizing eventual travels and 

meetings, doing bookings and registrations if necessary

10

Meetings organization. Organize higher level and recurring meetings (All hands, 

SteerCos, Customers, Authorities), coordinating attendance, sending 

invitations, identifying space and catering needs. 

Supports the organization of team building initiatives. 

10

Engineering lay out and office supply. Keeps the lay-out updated, with 

new desks assignments, coordinates with Infrastructures eventual modifications or upgrades making the requests in the system, makes the PRs for all office supplies 

and maintains them available in the dedicated storge space

5

Purchase Request creation. Under the requests of cost center owners and in in coordination with Budgeting & Control, creates the Purchase Requests in SAP for the contractors, consultants, or interns in alignment with the Budget Plan.

15

 Manage IT requests. In coordination with Engineering Governance/Budgeting & 

Control and cost centers owners. Renewal of subscription and licenses. 

Purchase Requests for new hardware and software.

5

Invoices management. Engineering contractors/consultants off-load/Software. Manage all invoices for all contractors/consultants for all engineering costs centers.  

Receive on a monthly basis the time spreadsheets for contractors/consultants. 

Get the approvals by the owners of costs centers and by Budgeting & Control. 

Loads all the hours in SAP for payment. Interact with the necessary functions 

to solve eventual discrepancies

20

ETime. Helps with e-time reporting in line with company schedule and 

functional needs.

5

On Boarding of new hires, making sure that a desk is assigned to them before 

their arrival, they have tools and security access. Making all necessary requests on 

a timely manner. Coordinate with PMs for the needs of export licensing if required 

by the nationality

10

 100%    

High School diploma with additional specialized training in specific aspects of job functions 

and/or demonstrated ability to perform assigned tasks. Bachelor is a plus

Five to Seven years of experience in a similar industry and capacity. Preferred to have covered and executive assistant job in the last 2-3 years

1.

Excellent communication skills

2. 

Exceptional Organizational Skills

3.

Superb Professionalism

4.

Outstanding Collaborative Skills

5.

Willingness to Learn

6

Ability to manage conflicts and ambiguity

7.

Self-starter and able to take initiative

8.

Customer satisfaction mentality

N/A

MS Office package, SAP (fundamentals);