Embedded Administrative Assistant II

Ulteig Engineers, Inc.; United States; Hybrid; USD 40,000 - 60,000; Full time

Benefits offered by this job

Flexible Workplace

Employee Ownership

Competitive Pay

Comprehensive Benefits Package

Collaborative Environment

Innovative Culture

Job summary

Ulteig has an outstanding opportunity for an Administrative Assistant II based in the United States. This position supports the leadership team and ensures efficient day-to-day operations while maintaining a professional office environment.

The ideal candidate will possess strong organizational abilities, effective communication skills, and at least two years of administrative experience. The role also promotes a hybrid work schedule.

Qualifications

• Minimum of 2 years of administrative experience preferred.
• Ability to work independently and collaboratively within a team environment.
• Must have authorization to work permanently in the U.S.

Responsibilities

• Enter fleet usage and location data into company tracking systems.
• Assist with Concur expense reporting and compliance.
• Maintain confidentiality regarding sensitive information.
• Serve as a primary point of contact for communications.

Skills

Organizational abilities

Time-management

Effective communication

Multitasking

Attention to detail

Education

High School degree or equivalent (GED)

Two-year technical degree preferred

Tools

Office software proficiency

Standard office equipment

Job description

The Opportunity

Ulteig has an outstanding opportunity for an Administrative Assistant II. This role is critical to supporting our leadership team and ensuring efficient day‑to‑day operations. Based‑on‑site at a client location with a hybrid work schedule, the Administrative Assistant II performs a wide range of administrative and clerical responsibilities, provides coordination across key business functions, and offers backup support to other members of the administrative team. This position plays an essential part in maintaining an organized, productive, and professional office environment.

What You’ll Do

Office Operations

• Enter fleet usage and location data into company tracking systems to support asset management and operational planning.
• Assist with Concur expense reporting, including submission, reconciliation, and ensuring compliance with corporate travel and expense policies.
• Support timekeeping processes by verifying employee timesheets, ensuring timely submissions, pulling PTO reports, and resolving discrepancies in accordance with Xcel Energy payroll procedures.
• Maintain confidentiality and adhere to company policies regarding sensitive operational, financial, and personnel information.

Administrative Support

• Perform data entry, document management, and general clerical tasks.
• Compile, organize, and summarize information for reports, presentations, and internal communications.
• Assist in planning and coordinating internal meetings and events.
• Coordinate the T‑Line on‑call schedule.
• Submit and track requests for new and existing employees across multiple departments:
  • Facilities
  • IT
  • HR
• Generate LMS (Learning Management System) reports for internal employees.
• Support purchasing activities, including materials procurement, FR/PPE ordering, and office supply management.
• Provide general administrative support and perform other duties as assigned.

Communication and Coordination

• Serve as a primary point of contact for internal and external communications.
• Collaborate with administrative staff and cross‑functional teams to support departmental needs.
• Assist with the upkeep and organization of SPS as‑built documentation.

Confidentiality and Compliance

• Handle sensitive information with discretion and professionalism.
• Ensure compliance with organizational policies, privacy standards, and regulatory requirements.

Time Management

• Prioritize tasks effectively to meet deadlines in a fast‑paced environment.
• Adapt to shifting priorities while maintaining a professional and positive demeanor.

What We Expect from You

• A High School degree or equivalent (GED) is required; two‑year technical preferred.
• Minimum of 2 years of administrative experience preferred.
• Strong organizational, multitasking, and time‑management abilities.
• Proficiency with office software, digital tools, and standard office equipment.
• Effective written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to work independently and collaboratively within a team environment.
• Must have authorization to work permanently in the U.S.

Working Conditions

• This is a full‑time, primarily office‑based role.
• Hybrid work schedule: Work from home Mondays and Fridays; In‑office Tuesday through Thursday.

Benefits

• Flexible Workplace
• Employee Ownership
• Competitive Pay
• Comprehensive Benefits Package
• Collaborative Environment
• Innovative Culture

Compensation

• Target Base Compensation Range: $23.25/hr - $31.75/hr.
• *Factors that may be used to determine your actual salary include your job specific skills, education, training, job location, number of years of experience related to this role and comparison to other employees already in this role.