Administrative Assistant

Xforia Global Talent & Technology Solutions; City of Binghamton (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Xforia Global Talent & Technology Solutions is seeking an Administrative Assistant to provide comprehensive administrative and operational support to the engineering team and leadership at the Binghamton site. This onsite role requires professionalism, confidentiality, and the ability to operate in a fast-paced environment.

Responsibilities include coordinating site needs, welcoming visitors, maintaining documentation, organizing meetings and travel, supporting onboarding, arranging travel, and

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.

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, assist with inquiries, and route information to ensure smooth site operations.
• Maintain facility-wide distribution lists and organize site documentation including safety information and emergency procedures.
• Coordinate onsite and offsite meetings, events, meals, and employee engagement activities; support morale-building initiatives.
• Manage digital signage and workplace displays to keep information current.
• Coordinate catering for meetings and assist with office supplies, business cards, and shipping needs.
• Support onboarding activities by coordinating workspace assignments and new employee resources.
• Arrange domestic and international travel and assist with expense reports.
• Share site-wide communications including announcements and new hire welcomes.
• Provide calendar assistance to leaders and coordinate customer visits and conference room usage.
• Assist with community involvement efforts and local grants.
• Prepare meeting materials, presentations, and reports using Microsoft Office.

Skills

Multitasking

Communication

Microsoft Office

Support multiple leaders

Customer service

Fast learner

Facilities coordination

Workload management

Education

HS diploma or AA/AS degree

Tools

Concur

SAP

Ariba

SharePoint

Job description

Duration: 12 Months Contract (40 hours per week)

Direct Client Need

Monday-Friday 7:30am-4:30pm (Core Hours)

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 / Skills:

• 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.