Executive Assistant

Executive & Team Support

• Provide comprehensive administrative and operational support to one or more Mechanical Engineering leaders (Directors, Senior Managers, or Principal Engineers).
• Prepare agendas, briefing materials, presentations, and follow-up action items for leadership, engineering, and project meetings.
• Draft summaries and executive-ready communications that translate technical discussions into clear, actionable information.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

Data, Excel & Reporting Expertise

• Utilize advanced Excel and spreadsheet skills to develop and maintain trackers for budgets, project costs, materials, labor hours, work orders, and asset inventories.
• Create and maintain reports, summaries, pivot tables, and dashboards to provide visibility into mechanical engineering workload, spending, and performance trends.
• Ensure data accuracy and integrity across multiple tracking systems by reconciling spreadsheets with work order systems, purchasing data, and project documentation.

Program & Project Coordination

• Track action items, milestones, and deliverables for mechanical engineering initiatives across operational and capital projects.
• Maintain documentation related to mechanical engineering standards, SOPs, commissioning activities, audits, and compliance requirements.
• Assist in preparing executive-level reports, dashboards, and presentations related to mechanical reliability, performance, and risk.
• Provide coordination support for new building projects, including tracking mechanical scope, documentation, schedules, and outstanding items from design through commissioning and turnover.

Operational Interface & Cross-Functional Coordination

• Serve as a liaison between Mechanical Engineering, Electrical Engineering, Facilities Operations, Construction, Procurement, and external vendors.
• Support workflows related to preventative maintenance, corrective maintenance, outages, and mechanical risk mitigation activities.

Work Order, Materials & Asset Tracking

• Support and maintain mechanical-related work orders within the site’s work order management system to ensure accurate tracking and visibility.
• Track mechanical materials, equipment, and spare parts associated with maintenance activities, projects, and new builds.
• Coordinate with Purchasing, Logistics, and Receiving teams to identify incoming shipments, confirm delivery timelines, and ensure materials are delivered to the correct sites and locations.
• Assist in resolving discrepancies related to deliveries, inventory, and work order status to support uninterrupted mechanical operations.