Administrative Assistant

About the Role

We are seeking a proactive, highly organized Administrative Assistant to join our Office Operations team. This role will provide vital administrative support to non-ELT leaders and broader business teams, serving as an operational pillar across our facilities. The ideal candidate brings structure, efficiency, and a welcoming presence to the day-to-day office environment. From overseeing conference room availability and team catering to staffing front desk coverage; you will anticipate operational needs, solve logistical challenges, and keep our teams coordinated and focused.

Responsibilities

• Provide proactive administrative support to non-ELT leaders and team members, including scheduling internal/external meetings, and travel coordination
• Oversee conference room scheduling across facilities, managing conflicts, monitoring utilization, and ensuring spaces are equipped for scheduled meetings
• Coordinate team catering for onsite meetings, departmental events, and working lunches, including vendor management, dietary tracking, and setup/breakdown logistics
• Serve as the primary front desk coverage, greeting visitors, and maintaining a secure, professional front-of-house presence
• Serve as a connector across teams, helping facilitate information flow, answering routine operational inquiries, and directing team members to appropriate resources
• Support special projects and team activities as assigned

Requirements

• High School Diploma / GED required; Associate or Bachelor's degree preferred, or equivalent work experience
• 2 - 4 years of experience in administrative support, front desk operations, or office coordination roles
• Demonstrated ability to manage competing schedules and operational requests with accuracy
• Proven reliability, strong work ethic, and ability to handle administrative matters with discretion
• Tech-savvy with strong proficiency in Google Workspace (GCal, Docs, Sheets)
• Exceptional written and verbal communication skills
• Strong attention to detail and commitment to high-quality work
• Excellent customer-service mindset and ability to collaborate across teams

Preferred Qualifications

• Prior experience managing team catering orders, vendor communications, or event logistics
• Experience working within a fast-paced R&D, engineering, or high-growth technical environment
• Familiarity with badging systems, visitor management tools, or facility operations workflow
• Familiarity with tools such as Slack and Zoom, and project systems such as Jira and Confluence

Physical & Work Requirements

• Perform activities such as stooping, climbing, typing, standing, or sitting for extended periods of time
• Dedication to safety to mitigate industrial hazards that may include heat, cold, noise, fumes, strong magnets, lead (Pb), high voltage, and cryogenics
• Willingness to travel or work required nights/weekends/on-call occasionally

Benefits

• Competitive compensation with equity
• 13 Company-wide Holidays
• Flexible vacation days
• 10 sick days
• Generous parental leave policy
• Health, dental, and vision insurance
• 401(k) with employer matching
• Professional growth opportunities
• Team-building activities