Administrative Support

Administrative Support Specialist

We are seeking a full-time Administrative Support Specialist. Come be part of our team as we build cutting-edge trace gas analyzers for ISS, Orion, Lunar Gateway, and next-generation ballistic missile submarines!

Due to our government contract ITAR and EAR requirements, all applicants must be US citizens or authorized to work in the US without the need for the Company to acquire export licenses or provide sponsorship. Vista Photonics does not have the authorization to release covered technology to employees who do not meet the requirements for the technology transfer. In compliance with federal law, all persons hired will be required to verify identity and authorization to work in the United States, to complete the required employment eligibility verification document form upon hire, and acknowledge that they will not require the Company to obtain export licenses or sponsorship. Visa sponsorship is not available for this position. Please do not apply if you do not meet these requirements.

Please include both a cover letter and resume to vistaphoton@vistaphotonics.com. Salary to be determined.

The Administrative Support Specialist will be responsible for providing administrative support to all managers and staff. Primary duties include answering the phone, communication with various company vendors, supply and equipment inventory maintenance and electronic document maintenance. The Administrative Support Specialist shall demonstrate the professional, organizational and communication skills needed to ensure integrity of company information and compliance in related areas, in addition to providing excellence in customer service to all vendors, visitors and employees. The Administrative Support Specialist will utilize exceptional customer service skills with both internal and external customers in an effort to build and maintain relationships contributing to the achievement of the company's success and individual goal development.

This position reports directly to the Chief Administrative Officer.

Duties

Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment;

Organize and maintain files and databases in a confidential manner;

Manage communication including emails and phone calls;

Screen phone calls, redirect calls, and take messages;

Schedule appointments, meetings, and reservations as needed;

Receive deliveries; sort and distribute incoming mail;

Maintain and order office supplies;

Receive invoices and review for accuracy.

Skills and Abilities

Demonstrated knowledge of office management practices;
Excellent written and verbal communication skills;
- Intermediate Excel skills a plus;
Demonstrated ability to interact effectively with others;
Willing to learn and adapt.

Education/Experience

High school diploma or general education degree (GED) required. Associate's degree preferred;
2-3 years of clerical, secretarial, or office experience;
Proficient computer skills, including Microsoft Office;
Strong verbal and written communication skills;
Comfortable with routinely shifting demands;
High degree of attention to detail;
Data entry experience;
Working knowledge of general office equipment.