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Administrative Support Specialist

2 months ago

Ann Arbor, Michigan, United States Rydberg Technologies Full time
Job Description

Rydberg Technologies, a pioneering research and development company, is seeking a highly organized and proactive Executive Assistant to support our CEO and executive team.

This role offers the opportunity for growth and the potential to transition into a full-time position.

Position Overview:

The Executive Assistant to the CEO will provide comprehensive administrative support, ensuring the CEO's day-to-day administrative needs and operations run smoothly.

This role requires a detail-oriented individual with excellent communication skills, capable of managing multiple diverse tasks efficiently.

The ideal candidate is resourceful, reliable, tech-savvy, and can thrive in a fast-paced environment while exhibiting the highest level of professionalism and operational efficiency.

The candidate must be able to communicate effectively and diligently coordinate follow-through on activities across departments from Human Resources, Information Technology, Finance and Accounting, and Legal to Science, Technology and Product Engineering teams with hands-on problem solving when necessary.

The EA must be willing to work in person in Ann Arbor, Michigan, and remote as required.

Responsibilities:
  • Administrative Support:
    • Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
    • Prepare and edit communications, presentations, and other documents.
    • Handle incoming and outgoing communications, ensuring timely and appropriate responses.
    • Coordinate meeting logistics, prepare agendas, and take minutes when necessary.
    • Assist in preparing reports and documents for government sponsors, customers, and executive meetings and presentations.
  • Project Management:
    • Track and manage key projects, ensuring deadlines are met.
    • Assist the CEO with project coordination, communicating with internal teams and external partners.
    • Conduct research and compile information to assist with strategic decision making.
  • Communication and Relationship Management:
    • Serve as a point of contact between the CEO and internal/external stakeholders.
    • Facilitate communication between the executive and staff.
    • Maintain strong relationships with employees, key partners, clients, and board members.
  • Operational Support and Program Management:
    • Step in to provide operational support as needed, ensuring smooth execution of ongoing projects and programs.
    • Follow up on key initiatives and ensure all program personnel are aligned and meeting their objectives.
    • Manage day-to-day operations and assist in personnel management tasks when required.
  • Cross-Departmental Problem-Solving:
    • Collaborate and communicate effectively with Human Resources, Information Technology, Accounting/Bookkeeping, Legal, and Technical teams to address issues and streamline processes.
    • Provide support in resolving cross-departmental challenges, ensuring alignment with the CEO's objectives.
  • Technology and Information Systems:
    • Be adept at using software and information systems to streamline processes and enhance productivity.
    • Quickly learn new software tools and systems as needed to support the CEO and company operations.
  • Government Contract Management:
    • Support the management of defense and government contracts, ensuring compliance with regulations and requirements.
    • Hands-on assistance in the preparation and submission of proposals, reports, and other documents related to government contracts.
  • Confidentiality:
    • Handle sensitive and confidential information with the highest level of discretion.
    • Manage special projects that may involve confidential information.
  • Travel and Event Coordination:
    • Organize domestic and international travel, including flights, accommodations, and itineraries.
    • Plan and coordinate events, meetings, and conferences as needed.
Qualifications:
  • Education:
    • Bachelor's degree required.
  • Experience:
    • Minimum of 3 years of experience as an executive assistant or related area; a technical background in physics or engineering field a plus.
  • Skills:
    • Exceptional organizational and time management skills.
    • Strong written and verbal communication abilities.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software tools.
    • Familiarity in government contract accounting and bookkeeping is highly desirable.
    • Ability to work independently, take initiative, and anticipate needs.
    • Competence in communicating and problem-solving for executives across all departments including technical leads.
    • Expertise in office administration, business operational support, and personnel management.
    • Adept at software and information systems, with a capacity to quickly learn new tools.
    • Fluent or native in English language required, Fluent in German language highly desirable.
  • Attributes:
    • Professionalism and a positive attitude.
    • Strong problem-solving skills and attention to detail.
    • Ability to adapt to a fast-paced environment and changing priorities.
    • Comfortable with stepping in to manage operations and personnel when needed.
Why This Role?

This part-time role has the potential to transition into a permanent, full-time position based on performance and company needs.

Join a cutting-edge company at the forefront of quantum technology innovation. In-person work, remote as needed by the Company.