Administrative Assistant Office Manager (Honolulu)

Administrative Assistant / Office Manager

Location : Honolulu, HI (Onsite)

Company : Nalu Scientific

Type : Full-Time

About Nalu Scientific

Nalu Scientific develops advanced mixed-signal integrated circuits (ASICs) and related technologies for high-performance instrumentation and data acquisition systems. We are a growing team of engineers and innovators based in Honolulu, HI, working at the cutting edge of fast electronics for scientific, commercial, and defense applications.

About the Role

We are seeking a highly organized and versatile Administrative Assistant / Office Manager to support our daily operations, proposal efforts, and compliance needs. This role combines administrative, financial, and operational responsibilities and will be central to keeping our fast-paced R&D environment running smoothly. The ideal candidate will be passionate about high-tech development and scientific discovery and have experience supporting government-funded projects, particularly SBIR / STTR programs (DOE, NASA, DOD, NSF), and will be comfortable navigating proposal submission portals, award compliance, and contract management. There is room for growth in this role as the company grows.

Key Responsibilities

• Manage day-to-day office operations, scheduling, and administrative workflows
• Support proposal preparation, submission, and tracking (Grants.gov, DoD SBIR portals, etc.)
• Assist in preparing budgets, justifications, and compliance documentation for federal contracts and grants
• Maintain records for award and contract management, ensuring ongoing compliance with agency requirements (DOE, NASA, DOD, NSF)
• Coordinate with our contract accounting firm and company leadership to support government cost accounting, reporting, and audit readiness
• Coordinate with HR on onboarding, timesheet management (payroll), and reporting tasks
• Manage procurement, inventory, and vendor relationships
• Support sales process and coordinate order fulfillment
• Produce and / or procure marketing materials for trade shows, conferences, and career fairs
• Organize company events, meetings, and travel logistics
• Maintain organized digital and physical filing systems for corporate, financial, and project records

Basic Qualifications

Desired Additional Qualifications

Benefits & Perks

Why Nalu Scientific?

Join a passionate and collaborative team driving innovation at the intersection of science and technology. At Nalu Scientific, your contributions help power cutting-edge research and real-world applications from particle / medical physics to advanced sensing systems all from our base in Honolulu.