Administrative Assistant, Lightmatter

• Bachelor's degree or equivalent experience
• 2+ years of Administrative Assistant experience supporting senior executives in a corporate setting or performing administrative tasks
• Exceptional organizational and time-management skills, with a proven ability to prioritize tasks and meet deadlines in a fast-paced environment
• Strong verbal and written communication abilities, adept at interacting with diverse stakeholders, including external partners
• Proficiency in Google Workspace and Microsoft Office Suite
• Demonstrated ability to maintain confidentiality and handle sensitive information with utmost discretion
• High attention to detail and strong problem-solving skills
• Highly proactive, self-motivated, and able to work independently, anticipating needs and taking initiative
• Candidates should have capacity to comply with the federally mandated requirements of U.S. export control laws

Desirable

• We're looking for an Administrative Assistant to provide dedicated support to our SVP of Engineering & Operations and their VPs. If you're a proactive, highly organized professional who excels at managing complex schedules and facilitating smooth operations, we want to hear from you
• Executive Calendar & Travel Management:
• Proactively manage the SVP's calendar and support the schedules of other VPs, coordinating all meetings, calls, and events with precision
• Optimize executives' time by preventing conflicts and ensuring preparedness for all engagements
• Handle all aspects of executive travel, including flights, hotels, ground transportation, and detailed itineraries, adjusting swiftly for changes
• Meeting & Event Coordination:
• Facilitate preparatory work and alignment for meetings and events ensuring stakeholders are briefed, and objectives are clearly defined beforehand
• Assist in the planning and execution of internal and external events involving the VPs and key stakeholders, ensuring all logistics are handled flawlessly
• Financial & Administrative Oversight:
• Process and monitor executive expense reports to ensure accuracy and policy compliance
• Track and optimize travel budgets for cost efficiency and collaborate with Finance on departmental financial planning
• Maintain organized digital and physical records, handling all sensitive information with the highest confidentiality
• Manage NDA processes, external vendor documentation, and Statement of Work (SOW) assistance for the Supply Chain team
• Assist in preparing and distributing press releases and communications related to supply chain activities