Engineering Administrator (Temporary)

Founded in 1918, Kearfott Corporation, a global Aerospace and Defense supplier for over 100 years, is a leader in the design and manufacture of precision motion control products and inertial navigation components. Kearfott has a very long history of innovation and excellence and is the go-to brand for many of our global clients. Kearfott is trusted, respected and plays a vital role in the success of America's aerospace and defense industries. With over a century of expertise & experience, Kearfott is dedicated to providing quality, reliability, and cutting-edge technology to customers worldwide to meet their sea, land, air, and space navigation and guidance requirements.

Temporary Engineering Administrator

As an Engineering Administrator, your primary task will be to support the Engineering Organization and when called upon, you will be the one to organize and maintain the executives' schedules and assist them by performing a variety of tasks. The ideal candidate is highly self- motivated, professional, collaborative and capable of managing their workload and prioritizing tasks in a fast- paced corporate environment. Must be able to work with current technology (text messaging, IM, etc.) to ensure that there is no gap in communication with the Director and the team.

In this role, you will proactively anticipate issues/solve problems (example: scheduling conflicts, etc.) while handling information with the highest level of confidentiality. Other responsibilities include managing detailed travel arrangements, expense reports, and credit card reconciliation.

You must be able to effectively interact with senior level customers, suppliers and corporate/company personnel. The individual needs to be collaborative, flexible and available to take on additional duties/responsibilities to ensure exceptional organizational performance while balancing workload prioritization sometimes with short deadline turnarounds.

The responsibilities of this position include but are not limited to:

• Scheduling meetings and appointments
• Managing domestic and international travel itineraries
• Daily coordination of task lists to include managing flow of sensitive and proprietary information
• Researching, preparing and finalizing basic level information and documents
• Delivering basic audio/visual support for meetings
• General administrative activities including but not limited to answering phones, manage supplies for engineering organization, filing, mailings, and organizing meetings and space
• Manage executive calendars within MS Outlook
• Coordinate with other groups across the organization to reconcile availability and coordinate schedules. Proactively review schedules and make necessary updates
• Review incoming and outgoing correspondence, including presentations, briefings, and reports; check for formatting, proofread, and edit as necessary; prepare documents for signature and ensure proper routing through the staff
• Coordinate travel logistics and itineraries. Assemble a trip folder or book with background information, maps, details, and other travel information. Interface with the hotel, rental car company, travel agency, and other travel partners to troubleshoot, update, cancel, and reconcile actions related to travel
• Monitor travel-related expenses and ensure proper action is taken. Assist with developing and reconciling travel authorizations and vouchers.
• Develop and/or update program documentation and PowerPoint briefings.
• Maintain and file electronic and paper records ensuring information is organized and easily accessible.
• Archive and manage files in accordance with required quality management practices.
• Coordinate administrative actions such as: prepare and distribute budgetary, cost, and expense reports to ensure timely completion.
• Participate in process improvement activities. Performs additional duties as assigned.

Knowledge, Skills and Abilities:

• Strong coordination, organization, teaming, and communication skills.
• Must have excellent organizational, scheduling, and prioritization skills and maintain a high level of confidentiality, ethics, and integrity.
• Ability to work well individually or in a group setting.
• Ability to interact with co-workers to develop a team environment.
• Ability to work under pressure and within time constraints.
• Proficient use of Microsoft Office-O365, Teams, Outlook, Word, Excel, and PowerPoint.
• Ability to work independently without direct supervision or guidance.

Required Skills:

Minimum Required Skills/Abilities:

• Associates Degree in Business Administration or related field required. Bachelor's Degree preferred.
• At least ten years of related experience required.
• In-depth knowledge of office management as well as technical vocabulary of aerospace and defense industry.
• Must have excellent organizational, scheduling, communication, and prioritization skills and maintain a high level of confidentiality, ethics, and integrity.
• Extremely proficient with Microsoft Office-O365, Teams, Outlook, Word, Excel, and PowerPoint.
• Some MS SharePoint knowledge.
• Ability to work well individually or in a group setting.
• Ability to interact with co-workers to develop a team environment.
• Ability to work under pressure and within time constraints.
• Ability to effectively identify and solve problems.
• Ability to work independently without direct supervision or guidance.
• A true team player who maintains a positive attitude in a dynamic environment.
• Ability to foster strong relationships with internal and external partners.
• Must be legally authorized to work in the US, visa sponsorship not available.
• Must be a US Citizen or be a US Permanent Residence Card Holder