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administrative assistant

Posted on July 05, 2026 by Employer details Automated DesignWorks

Job details

*About the JobYour future role on our team* Automated DesignWorks (ADW) has built a reputation of reliability, dependability, and technical expertise by promoting a company culture where our shared excitement helps us tackle challenging work. Through both collaboration and independence, we allow the autonomy necessary to empower you to succeed. At ADW, we believe in fostering a nurturing environment filled with mutual respect and dedication to the task at hand. We are a fast-growing company that believes you have what it takes to make a positive impact on your future here as well as our collective future; and we believe in providing plenty of opportunities for advancement to those willing to commit to our mutual growth. *Type of position* As a small and dynamic organization, every team member has a meaningful impact on our success. We are looking for a highly organized, proactive, and resourceful Administrative Assistant who thrives in a fast-paced environment and enjoys taking on a wide variety of responsibilities. This position is central to keeping our business running smoothly and supporting every department across the company. Reporting directly to the CEO, you will be a trusted partner and a key contributor to our continued growth and operational success. *Position Overview* The Administrative Assistant serves as the administrative and operational hub of the company. This individual will support leadership, engineering, software development, finance, and business operations while managing a broad range of responsibilities that span administration, bookkeeping, vendor management, payroll coordination, accounts payable and receivable, office management, and communications. The ideal candidate is highly organized, detail-oriented, professional, and an exceptional communicator who can confidently interact with employees, clients, vendors, government agencies, and professional service providers. *Responsibilities* *Executive & Administrative Support* * Provide direct administrative support to the CEO. * Prepare correspondence, reports, presentations, and company documents. * Maintain digital and physical filing systems. * Draft, review, and distribute company communications. * Assist with special projects and operational initiatives. * Manage calendars, meetings, appointments, and travel arrangements as required. *Finance & Accounting Coordination* * Process and track accounts payable and accounts receivable. * Support payroll processing and maintain payroll-related records. * Assist with bookkeeping activities and financial record management. * Reconcile invoices, receipts, and expense reports. * Coordinate closely with the company's external accounting firm. * Prepare and organize documentation required for financial reviews, audits, and tax filings. *Vendor & Business Operations Management* * Research, evaluate, and coordinate vendors and service providers. * Obtain quotes and negotiate routine services when appropriate. * Manage vendor relationships and maintain accurate records. * Coordinate service contracts, renewals, and subscriptions. * Communicate with suppliers regarding tax exemptions, documentation, and purchasing requirements. *Grants, Compliance & Documentation* * Assist with identifying, applying for, and tracking grants and funding opportunities. * Complete government, corporate, and industry-related forms and applications. * Prepare, file, and maintain corporate records and compliance documentation. * Ensure critical documents are filed accurately and on time. * Support regulatory and reporting requirements as needed. *Office & Team Support* * Oversee day-to-day office operations and organization. * Coordinate office supplies, equipment, and facility needs. * Support employee onboarding and administrative HR functions. * Assist in planning company meetings, events, and team activities. * Serve as a reliable resource for employees across all departments. *Communications* * Professionally