Job Title: Engineering Administrative Assistant
Job Description
The position coordinates access to the manager, maintains their schedule, and facilitates communication with internal management, staff, and external stakeholders. The Engineering Administrative Assistant handles sensitive information with discretion and judgment, prepares reports and correspondence, and ensures smooth day-to-day administrative operations in support of complex engineering and government-related projects.
Responsibilities
Coordinate the manager's daily schedule and ensure they are promptly informed of issues that require immediate attention.
Interface with management and staff to gather, organize, and prepare information related to the manager's responsibilities and ongoing projects.
Coordinate the preparation, formatting, and review of correspondence, reports, and other documentation to support engineering and organizational activities.
Schedule and coordinate organizational meetings, including preparing agendas, arranging logistics, and ensuring necessary materials are available.
Arrange and manage travel plans and itineraries for the manager and, when needed, other staff members.
Track the progress of delegated staff assignments, follow up on outstanding items, and help coordinate activities between departments to keep work on schedule.
Screen incoming calls, prioritize mail, and maintain a follow-up system to ensure timely completion of tasks and projects.
Maintain confidential and specialized files and records, ensuring they are accurate, up to date, and accessible to authorized personnel.
Review incoming tasks and determine which can be handled independently and which should be directed to the manager or other members of the organization.
Communicate clearly and professionally with administrative and management personnel to gather, clarify, and convey relevant information.
Complete requested reports and administrative assignments accurately and within required timeframes.
Apply applicable policies, procedures, and relevant regulations in day-to-day administrative work.
Provide general clerical and administrative support, including documentation, organizing, and scheduling, to ensure efficient office operations.
Essential Skills
High school diploma or equivalent.
Moderate understanding of the general aspects of administrative and clerical work within an engineering or technical environment.
Demonstrated ability to maintain the confidentiality of sensitive and proprietary information.
Strong organizational skills with the ability to establish priorities and manage multiple tasks simultaneously.
Ability to identify routine issues, explain them clearly, and resolve routine problems independently or with minimal guidance.
Effective interpersonal skills to work collaboratively with management, staff, and other stakeholders.
Strong verbal and written communication skills to accurately document information, prepare reports, and interface effectively with personnel.
Familiarity with applicable organizational policies, procedures, and relevant regulations.
Knowledge of computer operations and applications, including Microsoft Office and Outlook.
Proficiency in general administrative support, engineering administration support, project coordination, and documentation.
Ability to work both independently and as part of a team in a fast-paced environment.
Willingness and ability to work extended hours as required to support business needs.
Competence in scheduling, organizing, and maintaining records and documentation.
Additional Skills & Qualifications
Experience providing administrative support in an engineering, technical, or government-related setting.
Experience with project coordination, including tracking assignments and following up on deliverables.
Strong clerical skills, including filing, data entry, and document preparation.
Proficiency with Microsoft Office applications and Outlook for email, calendar, and scheduling management.
Ability to manage multiple priorities while maintaining attention to detail and accuracy.
Comfort working with a variety of stakeholders, including internal management, staff, and external contacts.
Experience maintaining specialized and confidential files and records.
Capability to adapt to changing priorities and support short-term contract assignments, such as a 60-day engagement.
Work Environment
The position operates in a professional office environment that requires regular use of computers, Microsoft Office, Outlook, and other standard office software and equipment. Work involves frequent coordination with internal management and staff, as well as occasional interaction with government and commercial stakeholders. The schedule generally follows standard business hours, with the flexibility to work extended hours when project deadlines or organizational needs require it. The work setting emphasizes confidentiality, accuracy, and timely completion of tasks, with a focus on collaboration, clear communication, and reliable administrative support. Dress expectations align with a professional office environment.
Job Type & Location
This is a Contract position based out of Shannon, MS.
Pay and Benefits
The pay range for this position is $19.50 - $19.50/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Shannon,MS.
Application Deadline
This position is anticipated to close on May 18, 2026.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
