Administrative Assistant

Job Summary

Join a world leader in ultra-precision machining, the core technology behind optics manufacturing that powers industries such as mobile devices, AR/VR, communications satellites, solar energy, telescopes, medical imaging, and advanced defense systems.

Nanotech offers a dynamic and collaborative environment for individuals who are professional, organized, detail-oriented, and thrive in a role that supports multiple departments. The Administrative Assistant serves as the first point of contact for employees, customers, and vendors; representing the company with a friendly and professional attitude. This role is responsible for greeting and assisting visitors and performing a variety of administrative duties such as typing, filing, copying documents and supporting Nanotech leadership and staff.

This position provides the opportunity to develop and strengthen administrative and organizational skills, if you take pride in providing exceptional support, maintaining efficiency, and being a dependable part of a team, we invite you to join us.

Core Responsibilities

• Acting as a trusted representative of the company by handling confidential information with discretion.
• Providing administrative support to the Human Resources Department, including scheduling company events, assisting with meetings and catering arrangements, and coordinating meals for new hire orientations.
• Assisting the Senior Leadership Team and Department Managers as needed.
• Coordinating travel arrangements, hotel accommodations, and reservations for both internal and external customers.
• Maintaining and cleaning the company’s corporate apartment.
• Preparing and processing expense reports through DocuSign.
• Managing incoming and outgoing mail, including occasional trips to the post office.
• Scheduling customer and employee meetings, coordinating calendars, organizing and reserving conference rooms, and maintaining office and kitchen supply inventories.
• Completing weekly grocery store trips and handling petty cash reimbursements and related reporting.
• Adhering to safety rules and procedures.
• Performing clerical duties, in addition to other duties, as assigned.

Education and Experience

• High school diploma or equivalent.
• 3 years of experience working in an administrative/receptionist role; including familiarity with multi-tasking in a fast-paced work environment.

Competencies

• Strong attention to detail with the ability to remain focused through various interruptions.
• Excellent organizational, time management and problem-solving skills.
• Exceptional communication skills, both verbal and written.
• Dependable team player.
• Demonstrates a high level of self-motivation, taking initiative to complete tasks efficiently and contribute positively to team goals.
• Computer literate; working knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: In person