Administrative Assistant

Xyant Technology, Inc.; City of Binghamton (NY); On-site; USD 36,000 - 42,000; Full time

Job summary

Xyant Technology, Inc. is seeking an Administrative Assistant (5-6 yrs exp) to provide comprehensive admin support to the engineering team and leadership at the Binghamton site.

The role requires professionalism, confidentiality, and the ability to handle multiple priorities in a fast-paced environment. This onsite position supports daily site operations, meetings, travel arrangements, onboarding, and event coordination, leveraging MS Office and ERP tools to keep information accurate and

Qualifications

• Ability to manage multiple tasks and meet deadlines.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite.
• Experience supporting multiple leaders or engineering teams.
• Experience with Concur, SAP, Ariba, SharePoint or similar platforms.
• Customer service oriented and calm under pressure.
• Ability to learn new tools quickly.
• Experience coordinating site-wide events or onboarding activities.

Responsibilities

• Serve as the main point of coordination for day-to-day site needs and activities, including supporting the Binghamton Facility Site Lead.
• Welcome visitors and route information to ensure smooth site operations.
• Maintain facility-wide distribution lists and organize site documentation and safety materials.
• Coordinate onsite and offsite meetings, events, meals, and employee engagement activities.
• Manage digital signage and workplace displays to keep information current.
• Coordinate catering, office supplies, and shipping needs.
• Support onboarding by coordinating workspace assignments and resources.
• Arrange domestic and international travel and assist with expense reports.
• Share site-wide communications including new hire welcomes and announcements.
• Provide calendar assistance to leaders and help coordinate customer visits and conference rooms.
• Assist with community involvement, including local grants.
• Prepare meeting materials, presentations, and reports using MS Office.
• Collaborate with administrative teams to ensure coordinated support.
• Perform additional duties as needed.

Skills

Task management

Communication skills

MS Office

Support multiple leaders

Customer service

Learning agility

Event coordination

Education

High school diploma or AA/AS degree

Tools

Concur

SAP

Ariba

SharePoint

Job description

Xyant Technology, established in 1995, is a premier federal systems integrator that provides technical and business solutions in information technology, systems engineering, scientific support and management consulting.

AWARDS

Winner of Nationwide Best of the Best Small Business Award from Federal Aviation

Job Description

Job Title:Administrative Assistant (5 to 6 yrs exp)

Duration:12Months Contract (40 hours per week)

Hourly pay rate: $18/hr on W2

Direct Client Need

Position Summary:

The Administrative Assistant provides comprehensive administrative and operational support to the engineering team and leadership while serving as a central resource for site-wide business needs.

This role requires professionalism, sound judgment, confidentiality, and the ability to operate effectively in a fast-paced environment.

This is an onsite role.

Job Responsibilities:

• Serve as the main point of coordination for day-to-day site needs and activities, including supporting the Binghamton Facility Site Lead.
• Serve as a primary resource for general site inquiries, visitor assistance, and information routing; welcome visitors and ensure smooth site operations.
• Maintain facility wide distribution lists and organize general site documentation, including safety information, emergency response procedures, and other reference materials.
• Coordinate onsite and offsite meetings, events, meals, and employee engagement activities; plan and support morale-building initiatives.
• Manage digital signage and workplace displays to ensure information remains current and useful.
• Coordinate catering for meetings and events, and assist with ordering and organizing office supplies, business cards, and shipping needs.
• Support onboarding activities by coordinating workspace assignments, desk setup, and new employee resources.
• Arrange domestic and international travel in accordance with company policies and assist with corresponding expense reports.
• Share site wide communications including announcements, new hire welcomes, and event updates.
• Provide calendar assistance to leaders and help coordinate customer visits, onsite meetings, and conference room usage.
• Assist with community involvement efforts, including local community grants.
• Complete Denied Party Screenings as needed for business processes.
• Prepare meeting materials, presentations, reports, and documents using the Microsoft Office Suite.
• Collaborate with other administrative professionals to ensure coordinated support across teams and functions.
• Perform additional administrative and project duties as business needs evolve.

Qualifications

• Demonstrated ability to manage multiple tasks, meet deadlines, and adapt to changing priorities.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite.
• Experience supporting multiple leaders or engineering organizations.
• Experience with Concur, SAP, Ariba, SharePoint, or similar administrative platforms.
• Strong customer service skills and the ability to remain calm under pressure.
• Ability to quickly learn new tools and technologies.
• Experience coordinating site-wide events or supporting facilities, onboarding, or operational tasks.
• High school diploma or AA/AS degree and at least four years of relevant administrative experience; or six years of experience without a degree.