Administrative Assistant - External Communications - (Contract Position)
Embraer, Melbourne, FL, United States
Contract Position With Part Time Hours Workload: 30 hours per week
Financial & Payment Support
Execute all steps related to payment processing, including creation of purchase requests, purchase orders, and payment documents in accordance with internal policies.
Follow up with Finance on invoices approved and ready for payment.
Support budget tracking and control for the External Communications department.
Prepare and provide regular payment and budget status reports to department leadership.
Supplier & Contract Management
Manage suppliers' monthly administrative processes, including:
Requesting invoices for recurring fees
Requesting monthly activity reports
Tracking deliverables and workload
Provide visibility to leadership on supplier workload and contract status.
Maintain constant coordination with the Procurement team to support local contracts.
Assist with the review, adjustment, and amendment of existing contracts, ensuring alignment with internal processes.
Sponsorship & Compliance Support
Support U.S. sponsorship processes by assisting with governance, tracking, and documentation flow.
Follow up on approvals and activities within Compliance and Procurement systems.
Interface with sponsors to collect invoices, sponsorship agreement signatures, and required reports.
Administrative & Operational Support
Handle ad-hoc administrative requests within the Communications area, including:
Visits and events support
Travel arrangements
Press-related logistical activities
Attend meetings as required and organize materials, documentation, and records.
Cross-Department Support
Provide administrative and financial-process support to the Government Relations and Embraer Foundation departments, including:
Payment processing
Financial reporting support
Sponsorships, memberships, and related documentation
Embraer is an equal opportunity employer
Financial & Payment Support
Execute all steps related to payment processing, including creation of purchase requests, purchase orders, and payment documents in accordance with internal policies.
Follow up with Finance on invoices approved and ready for payment.
Support budget tracking and control for the External Communications department.
Prepare and provide regular payment and budget status reports to department leadership.
Supplier & Contract Management
Manage suppliers' monthly administrative processes, including:
Requesting invoices for recurring fees
Requesting monthly activity reports
Tracking deliverables and workload
Provide visibility to leadership on supplier workload and contract status.
Maintain constant coordination with the Procurement team to support local contracts.
Assist with the review, adjustment, and amendment of existing contracts, ensuring alignment with internal processes.
Sponsorship & Compliance Support
Support U.S. sponsorship processes by assisting with governance, tracking, and documentation flow.
Follow up on approvals and activities within Compliance and Procurement systems.
Interface with sponsors to collect invoices, sponsorship agreement signatures, and required reports.
Administrative & Operational Support
Handle ad-hoc administrative requests within the Communications area, including:
Visits and events support
Travel arrangements
Press-related logistical activities
Attend meetings as required and organize materials, documentation, and records.
Cross-Department Support
Provide administrative and financial-process support to the Government Relations and Embraer Foundation departments, including:
Payment processing
Financial reporting support
Sponsorships, memberships, and related documentation
Embraer is an equal opportunity employer