Executive Assistant & Engineering Finance

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.