Administrative Assistant

Procurement & Logistics Management

• Coordinate the ordering of specialized hardware, lab equipment, office supplies, and other operational materials.
• Track purchase orders, lead times, and delivery schedules to ensure materials arrive on time and are routed to the appropriate internal teams.
• Manage vendor communications and maintain strong working relationships with suppliers.
• Support inventory tracking and ensure teams have the resources needed to operate efficiently.

CAPEX Administration

• Manage the end-to-end Capital Expenditure (CAPEX) approval process.
• Ensure all business justifications and required documentation are completed and submitted accurately.
• Track approval workflows and proactively follow up on pending requests to align with budget deadlines.
• Partner with finance and operational stakeholders to ensure compliance with internal processes.

Global Travel & Expense Management

• Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and itinerary planning.
• Manage visa requirements and travel documentation for international trips.
• Ensure all travel arrangements comply with corporate travel policies.
• Prepare, review, and submit expense reports with a high level of accuracy.
• Reconcile receipts, corporate card transactions, and reimbursement requests in a timely manner.
• Review and route travel and expense submissions for broader team approval.

Executive Operations & Meeting Management

• Proactively manage complex calendars and resolve scheduling conflicts.
• Coordinate leadership meetings, staff meetings, quarterly business reviews, and technical reviews.
• Prepare agendas, compile pre-read materials, and ensure leaders are prepared for meetings.
• Capture meeting notes, document decisions, and track action items through completion.
• Draft, edit, and proofread professional communications for internal and external audiences.

Project & Team Support

• Support project tracking and help monitor deadlines across cross-functional initiatives involving Engineering, Sales, Marketing, and Operations teams.
• Maintain organizational systems that improve team efficiency and visibility into priorities.
• Coordinate logistics for team events, customer visits, and industry conferences such as DesignCon.
• Provide operational support for special projects as needed.

• 5+ years of experience supporting executives, senior leaders, or technical teams in an administrative, operations, or coordination role.
• Proven experience managing complex domestic and international travel logistics for senior leaders or teams.
• Experience supporting procurement workflows, vendor coordination, inventory management, and/or CAPEX administration preferred.
• Strong experience managing calendars, executive meetings, and cross-functional coordination.
• Exceptional organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.
• Strong written and verbal communication skills with a high degree of professionalism.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Experience supporting engineering, product, hardware, or other technical organizations is strongly preferred.