Administrative Assistant Office Manager

Administrative Assistant / Office ManagerLocation: Honolulu, HI (Onsite)Company: Nalu ScientificType: Full-TimeAbout Nalu ScientificNalu Scientific develops advanced mixed-signal integrated circuits (ASICs) and related technologies for high-performance instrumentation and data acquisition systems. We are a growing team of engineers and innovators based in Honolulu, HI, working at the cutting edge of fast electronics for scientific, commercial, and defense applications.About the RoleWe are seeking a highly organized and versatile Administrative Assistant / Office Manager to support our daily operations, proposal efforts, and compliance needs. This role combines administrative, financial, and operational responsibilities and will be central to keeping our fast-paced R&D environment running smoothly. The ideal candidate will be passionate about high-tech development and scientific discovery and have experience supporting government-funded projects, particularly SBIR/STTR programs (DOE, NASA, DOD, NSF), and will be comfortable navigating proposal submission portals, award compliance, and contract management. There is room for growth in this role as the company grows.Key ResponsibilitiesManage day-to-day office operations, scheduling, and administrative workflowsSupport proposal preparation, submission, and tracking (Grants.gov, DoD SBIR portals, etc.)Assist in preparing budgets, justifications, and compliance documentation for federal contracts and grantsMaintain records for award and contract management, ensuring ongoing compliance with agency requirements (DOE, NASA, DOD, NSF)Coordinate with our contract accounting firm and company leadership to support government cost accounting, reporting, and audit readinessCoordinate with HR on onboarding, timesheet management (payroll), and reporting tasksManage procurement, inventory, and vendor relationshipsSupport sales process and coordinate order fulfillmentProduce and/or procure marketing materials for trade shows, conferences, and career fairsOrganize company events, meetings, and travel logisticsMaintain organized digital and physical filing systems for corporate, financial, and project recordsBasic QualificationsBachelors degree or equivalent work experience preferred3+ years of experience in administrative, accounting, or operations rolesExperience with government grant or contract administration (SBIR/STTR strongly preferred)Strong organizational and time management skills, with the ability to handle multiple projects simultaneouslyProficiency in Google Workspace, Microsoft Office, and collaboration tools (Zoom, etc.)Understanding of basic Quickbooks operations for exporting reports and analysisFamiliarity with Grants.gov, NSPIRES, NASA SBIR, DOD SBIR/STTR, or similar platformsUnderstanding of federal cost accounting standards (CAS), FAR compliance, and reporting processesDesired Additional QualificationsWorking knowledge of project management tools such as ClickUp is a plusExperience in a tech, R&D, or startup environment a plusTeam player, self-starter, and able to thrive in startup work environmentsComfortable working under deadlinesBenefits & PerksHealth, dental, and vision insurancePaid time off (PTO) and company holidays401(k) plan with company contributionProfessional development support company-sponsored training, certifications, and conferencesOpportunity to grow with a high-tech companyCollaborative, mission-driven work culture in a unique innovation ecosystem in HawaiiWhy Nalu Scientific?Join a passionate and collaborative team driving innovation at the intersection of science and technology. At Nalu Scientific, your contributions help power cutting-edge research and real-world applications from particle/medical physics to advanced sensing systems all from our base in Honolulu.