Executive Assistant & Engineering Finance

We’re ALTEN Technology USA, an engineering company helping clients bring groundbreaking ideas to life—from advancing space exploration and life-saving medical devices to building autonomous electric vehicles. With 3,000+ experts across North America, we partner with leading companies in aerospace, medical devices, robotics, automotive, commercial vehicles, EVs, rail, and more. As part of the global ALTEN Group—57,000+ engineers in 30 countries—we deliver across the entire product development cycle, from consulting to full project outsourcing. When you join ALTEN Technology USA, you’ll collaborate on some of the world’s toughest engineering challenges, supported by mentorship, career growth opportunities, and comprehensive benefits. We take pride in fostering a culture where employees feel valued, supported, and inspired to grow. Mission: - Provide financial controlling and administrative support to the Engineering Center (Product and Manufacturing team) across the United States and Mexico. - The position will dedicate approximately 60% of its activities to financial controlling, reporting, and budget management, and 40% to purchase order management, executive assistance, and administrative coordination. - The role will work closely with Engineering leadership, department managers, Finance, HR, IT, Purchasing, and other support functions to ensure accurate financial monitoring and efficient day-to-day operations of the Engineering Center. Main Activities: Finance & Controlling | Approximately 60% - Manage and monitor the Engineering Center budget - Prepare and maintain monthly financial reports and dashboards, including budget versus actual cost analysis. - Collaborate with the U.S. and Mexico Finance teams to review monthly results, identify cost deviations, and support corrective actions. - Prepare quarterly financial forecasts and budget reforecasts for the Engineering Center. - Coordinate the annual budget and strategic planning process with Engineering department heads and Finance. - Maintain and consolidate headcount, workforce cost, and organizational data for Engineering center - Monitor Engineering hours booked to projects and cost centers and prepare monthly reporting. - Control SAP project hours and Engineering cost-center allocations, comparing budgeted hours with actual consumption. - Support department managers with financial analysis and reporting to improve cost visibility and budget control. - Develop and maintain financial tracking files, reports, and dashboards using Excel and, when applicable, Power BI. Purchase Orders & Vendor Administration | Approximately 25% - Create and manage purchase orders (POs) for Engineering activities, subcontractors, suppliers, and other departmental needs. - Coordinate purchase requests, approvals, PO issuance, invoice processing, and follow-up payment. - Work with Purchasing, Finance, Accounts Payable, suppliers, and internal requestors to resolve PO or invoice discrepancies. - Track Engineering commitments and expenditures to ensure alignment with approved budgets. - Maintain accurate records of POs, invoices, supplier commitments, and related financial documentation. Executive & Administrative Support | Approximately 15% - Provide executive administrative support to the Engineering Director and general administrative support to the Engineering organization. - Coordinate business travel arrangements and related administrative activities for the Engineering Director and support the Engineering team when required. - Maintain and update Engineering organization charts and department information. - Coordinate new employee onboarding, working with managers, HR, IT, and other support functions. - Facilitate coordination among Engineering teams and corporate support functions. Requirements: Education & Experience: - Bachelor’s degree in Business Administration, Finance, Accounting, Management, or a related field. - Preferably 2 to 3 years of experience in finance, business administration, controlling, purchasing support, or executive/administrative assistance. - Experience in an engineering, manufacturing, or automotive environment is a plus. - Technical Skills - Strong proficiency in Microsoft Office, particularly Excel, PowerPoint, and Outlook. - Good working knowledge of SAP, particularly for cost-center monitoring, project hours, purchase orders, and cost tracking. - Experience with financial reporting, budget tracking, forecasting, and cost analysis. - Ability to work with financial data accurately and prepare clear management reports. - Power BI knowledge is a plus. Professional Skills: - Strong organizational and time-management skills. - Ability to multitask and manage multiple priorities. - High level of accuracy and attention to detail, particularly when working with financial data. - Strong analytical and problem-solving skills. - Effective written and verbal communication skills. - Ability to work independently while collaborating with cross-functional and international teams. - Comfortable working in a diverse and multicultural environment. - Professionalism, discretion, and ability to handle confidential financial and business information. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, genetic information, or pregnancy. Please beware of job seeker scams and see this important notice on our careers page for more information about our recruiting process. Compliance Notice: Alten USA is a federal contractor subject to the requirements of the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and Executive Order 11246. We are an Equal Opportunity Employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Drug Screening Requirement: As a federal contractor, Alten USA maintains a drug-free workplace. All candidates selected for employment will be required to successfully complete a pre-employment drug screening as a condition of hire.