Administrative Assistant

Belcan; City of Binghamton (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Belcan seeks an Administrative Assistant to provide comprehensive administrative and operational support to the engineering team and leadership at our Binghamton site. You will coordinate day-to-day activities, welcome visitors, and help maintain documentation and travel arrangements.

The role requires professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced environment. Onsite role with responsibility for events, onboarding, and site communications.

Qualifications

• High school diploma or AA/AS plus 4+ years of admin experience, or 6+ years without a degree.
• Proven ability to juggle multiple tasks and meet deadlines.
• Strong verbal and written communication skills.

Responsibilities

• Serve as main point of coordination for day-to-day site needs and activities.
• Welcome visitors, route information, and support site operations.
• Maintain facility-wide distribution lists and safety documentation.
• Coordinate onsite and offsite meetings, events, and catering.
• Assist onboarding with workspace setup and new employee resources.
• Arrange domestic and international travel per policy.
• Manage calendar access for leaders and schedule customer visits.
• Assist with community involvement and site-wide communications.

Skills

Multitasking

Communication

Adaptability

Organization

Education

High school diploma

AA/AS degree

Tools

Microsoft Office Suite

Concur

SAP

Ariba

SharePoint

Job description

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.

Qualifications You Must Have:

• High school diploma or AA/AS degree and at least four years of relevant administrative experience; or six years of experience without a degree.
• Demonstrated ability to manage multiple tasks, meet deadlines, and adapt to changing priorities.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite.

Qualifications We Prefer:

• 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.

This is an onsite role.

• 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.

What You Will Learn:

• Cross-functional site operations and coordination within engineering and site support.
• Process improvement and workflow optimization.
• High-visibility communication, customer service, and stakeholder management.
• Best practices for supporting multiple leaders and dynamic priorities.
• Tools and systems used in administrative operations, including travel, purchasing, and expense platforms.

This role supports the Engineering organization and broader site operations, contributing to a collaborative and high-performing workplace