Administrative Assistant

DivIHN Integration; Canton (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

DivIHN Integration is seeking an Engineering Administrative Assistant in Canton, Texas, for a 12-month role. The ideal candidate possesses a HS Diploma or GED and at least 2 years of administrative experience. Responsibilities include maintaining project spend data, preparing monthly reports, scheduling meetings, and managing onboarding logistics. Strong proficiency in Microsoft Office, exceptional attention to detail, and effective communication skills are required for this role. The position may allow for some overtime.

Qualifications

• 2+ years of experience as an Administrative Assistant.
• Experience with scheduling tools and stakeholder communication.
• Ability to manage multiple projects and deadlines.

Responsibilities

• Maintain project spend data and support budget tracking.
• Prepare and analyze monthly project reports.
• Coordinate meetings and logistics for engineering teams.
• Manage shared calendars and onboarding processes.
• Track deadlines and assist with documentation readiness.

Skills

Proficient with Microsoft Office tools

Strong organizational skills

Attention to detail

Effective communication skills

Education

HS Diploma or GED

Job description

Title

Engineering Administrative Assistant

Duration

12 Months

Location

Canton, NY

Schedule

Monday – Friday, 8:00 am – 5:00 pm. Some overtime possible on an occasional basis.

Summary

One year expected, with possibility of extension based on demand.

Responsibilities

• Maintain project spend by entering and updating all capital and expense portfolio data into a 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 am 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.

Education

• HS Diploma or GED (minimum)

Experience

• Highly proficient with Microsoft Office tools such as Word, Excel, PowerPoint, and Outlook.
• Collaborate with key stakeholders to complete assigned tasks.
• Experience with scheduling tools, navigating stakeholder and location availability.

Desired Skills

• 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.