USA Firmware

Administrative Assistant

• Coordinate office supplies, mail, shipping, visitors, meeting spaces, vendors, and routine facility needs
• Arrange meetings, travel, and events; prepare correspondence and meeting materials; track action items and deadlines
• Serve as the administrative contact for GMS, the human resources and benefits provider
• Help employees route questions and complete required paperwork
• Coordinate onboarding and offboarding checklists, orientation schedules, equipment, and approved account access
• Prepare and format documents, update tracking spreadsheets, maintain electronic files, and follow confidentiality and document-control procedures
• Collect receipts, expense documentation, vendor information, and other supporting records for the finance team
• Provide sales coordination backup through customer meeting scheduling, CRM updates, proposal formatting, trade show logistics, and approved follow-up activities
• Document recurring tasks, identify practical process improvements, and use approved technology and AI tools efficiently
• Provide occasional scheduling, recordkeeping, or event-preparation support to affiliated organizations
• Manage recurring administrative tasks reliably, keep records and checklists current, and provide timely support to employees and leadership