Executive Administrative Engineering

Position Purpose

The Executive Assistance provides comprehensive administrative, operational, and coordination support across the Engineering and Maintenance department.

This role supports departmental leadership and broader team operations by enabling effective communication, coordinating workflows, supporting reporting processes, and ensuring alignment of day-to-day activities with business priorities.

The position plays a key role in maintaining operational continuity, supporting workforce and business processes, and facilitating cross functional collaboration. The Executive Assistance contributes to meeting and event coordination, procurement and financial processes, travel logistics, internal communications, onboarding support, digital content maintenance, and departmental initiatives that support reliable and efficient site operations.

All responsibilities must be executed in alignment with CSL’s patient-focused mission and Core Values, with a high level of professionalism, discretion, and organizational discipline.

Role that this position reports to:
Site Head of Engineering. This position has no direct reports.

Coordinate day-to-day administrative and operational activities across the Engineering and Maintenance department to support business continuity and efficiency.

Facilitate communication flow between leadership, team members, and cross-functional partners.

Support planning, scheduling, and coordination of departmental meetings, initiatives, and recurring business activities.

Track action items, follow ups, and deliverables to support timely execution across teams.

Maintain organized records, files, and administrative documentation in support of departmental operations.

Handle sensitive and confidential information with discretion, accuracy, and professionalism.

Coordinate departmental meetings, workshops, business reviews, leadership sessions, onboarding activities, and special events.

Manage end to end meeting logistics, including scheduling, room reservations, conference room setup requests, agendas, participant coordination, and follow up communications.

Coordinate catering and meal arrangements for meetings and departmental activities, including both internal food service providers and external vendors.

Create purchase requisitions, purchase orders, or other required transactions to secure external resources, services, and event related support.

Coordinate logistical needs related to travel, meals, materials, room setup, and participant experience to ensure successful execution of activities.

Ensure conference rooms, meeting spaces, and event arrangements are properly confirmed and aligned with operational requirements.

Support onboarding preparation for new hires within the department, including coordination of welcome logistics, communication with key support functions, and readiness of materials or resources.

Assist with preparation of welcome items, workspace related coordination, locker assignments, distribution list updates, and related onboarding tasks.

Coordinate and communicate onboarding related actions with supervisors and internal partners to support a positive new hire experience.

Support employee engagement initiatives and departmental activities that promote a positive, inclusive, and collaborative work environment.

Support procurement activities using Ariba, including purchase requisitions, non-catalog transactions, invoice processing, and reconciliation of expenses.

Coordinate Expense Authorization…