Engineering Administrative Assistant

Hours
:
Monday to Friday, 8:00am – 5:00pm (Onsite, flexible hours available)

Pay
: $55,000 – $60,000 annually

About the Company

Our client is a well‑established global company in the automotive engineering and manufacturing industry. With a long history of innovation and strong industry recognition, the company partners with major automotive manufacturers worldwide.

They offer a collaborative and supportive work environment where initiative is valued, and employees are encouraged to contribute across teams.

About the Role

The Engineering Administrative Assistant provides comprehensive administrative support to the Engineering Department while also handling front desk responsibilities. This role plays an important part in maintaining efficient daily operations and ensuring a professional and welcoming environment for visitors.

As this position works closely with engineers, leadership, customers, and external partners, strong interpersonal and communication skills are key. The ability to interact confidently, build rapport, and maintain positive working relationships across teams will contribute greatly to success in this role.

Key Responsibilities

• Provide administrative support to the Engineering Department, including schedule management and preparation of internal and external communications
• Organize and coordinate internal meetings, department conferences, teleconferences, and training sessions
• Prepare reports, presentations, and general correspondence independently
• Assist in developing and maintaining engineering procedures and compliance documentation
• Manage departmental files and shared network folders
• Generate purchase requisitions, process invoices, and track departmental expenses
• Coordinate and process intellectual property documentation
• Support new employee onboarding in collaboration with HR and IT
• Prepare travel‑related documentation such as visa applications, invitation letters, and customs documents
• Serve as the first point of contact for visitors and external stakeholders, managing front desk responsibilities
• Coordinate external customer and vendor visits, including meeting room setup, refreshments, visitor badges, safety equipment, and onsite logistics
• Handle incoming calls and general inquiries professionally

Requirements

• Post‑secondary education (college or university) or Certified Administrative Professional designation
• Minimum 4 years of administrative experience supporting senior management
• Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail and organizational skills
• Ability to work independently with minimal supervision
• High level of flexibility and adaptability
• Strong interpersonal and communication skills
• Japanese language skills are considered a strong asset
• Experience in the automotive, manufacturing, or engineering industry is considered a strong asset
• Must have own vehicle and a valid Ontario G driver’s license

Additional Information

This is an existing vacancy. Pasona uses artificial intelligence (AI) on a limited basis to streamline certain aspects of the recruitment process. No hiring decisions are made using AI. Pasona prioritizes the human element of interviewing and engaging with candidates.