Administrative Assistant

Responsibilities :

Administrative Support : Manage complex calendars, schedule meetings (both internal and external, including virtual and in-person), prepare agendas, take minutes, and track action items for technical leadership and teams. Communication & Coordination : Serve as a primary point of contact, screening and prioritizing communications, drafting correspondence, and coordinating information flow within the technical department and with other internal / external stakeholders.

Project & Event Coordination : Assist with the planning and execution of technical projects, team events, workshops, and off-sites, including logistics, vendor coordination, and materials preparation. This may involve coordinating technical demonstrations or presentations.

Travel & Expense Management : Arrange detailed domestic and international travel itineraries and process expense reports accurately and efficiently for the leadership team.

Document Management : Organize, maintain, and retrieve sensitive technical documents, reports, presentations, and records, ensuring proper version control and accessibility. May assist with formatting or proofreading technical documentation.

Operational Support : Manage office equipment and facilities requests for the technical department. Assist with onboarding new technical hires, including setting up workstations and coordinating access to necessary systems.

Data & Reporting : Compile and present data, create basic reports, and assist with presentations using tools relevant to technical project management or departmental metrics.

Strategic Planning & Execution : Support the leader in developing and executing strategic initiatives, ensuring alignment across the organization. Process Improvement : Identify opportunities to streamline administrative processes and implement solutions to enhance efficiency within the technical department.

Skills Required :

Analytical skills, Administrative Assistant

Experience Required :

• Associate's degree or equivalent practical experience; Bachelor's degree preferred.
• 3+ years of experience as an Executive Assistant, Business Assistant, or in a similar administrative support role, preferably within a technology, engineering, or R&D department.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Microsoft Teams, SharePoint, Google Workspace).
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a dynamic environment.
• Strong verbal and written communication skills, with keen attention to detail and grammar.
• Ability to handle sensitive information with the utmost discretion and confidentiality.
• Proactive attitude, strong problem-solving skills, and the ability to work independently as well as collaboratively.

Education Required : Associate Degree

POSITION IS HYBRID (Monday to Thursday)