Administrative Assistant

Seica, Inc.; Haverhill (MA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Generous PTO

Health Reimbursement Arrangement (HRA)

Flexible Spending Account (FSA)

Job summary

Seica USA is seeking an Administrative Assistant to support management and multiple departments. You will provide administrative support, coordinate projects, assist with customer service activities, and support compliance, safety, and office operations.

The ideal candidate is proactive, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and professionalism. This role offers a dynamic, collaborative environment and opportunities for growth.

Qualifications

• High School diploma or equivalent required; associate degree a plus.
• 3+ years in administrative, executive support, or office management.
• Proficient in MS Office and able to handle confidential information.

Responsibilities

• Provide administrative support to management and cross-functional teams.
• Coordinate occasional business travel for partners.
• Maintain organizational charts and company documentation.
• Draft training certificates and collect customer training surveys.
• Assist with workflow documentation and process improvements.
• Manage building access badge administration and calendar.
• Occasional QuickBooks invoicing and PO processing support.
• Handle test data transfer and file organization to FTP.
• Support CRM updates and billing/quotations with sales.
• Assist with marketing mailings, Airtable data entry and ERP/CRM systems.

Skills

Organizational skills

Communication

Multitasking

Discretion

MS Office

Education

High School Diploma

Associate degree

Tools

QuickBooks

Airtable

CRM software

Job description

Schedule: Monday–Friday | 9:00 AM – 5:00 PM

Seica USA is seeking a highly organized, detail-oriented Administrative Assistant to support management and multiple departments across the organization. This position plays a key role in daily operations by providing administrative support, coordinating projects, assisting with customer service activities, and supporting compliance, safety, and office operations.

The ideal candidate is proactive, adaptable, and able to manage multiple priorities while maintaining professionalism, accuracy, and confidentiality.

Requirements

Education

• High School Diploma or equivalent required
• Associate degree or higher a plus

Experience

• Minimum of 3 years of administrative, executive support, project coordination, or office management experience preferred.

Responsibilities

Administrative & Executive Support

• Provide administrative support to management and cross-functional teams.
• Coordinate occasional business travel for business partners.
• Maintain organizational chart and some company documentation.
• Draft training certificates and collect customer training surveys.
• Assist with workflow documentation and continuous process improvement initiatives.
• Assist with building access badge administration.
• Review workflow processes, update and create new ones as directed.
• Occasional quick books invoicing when needed.
• Receive customer test data and securely transfer and organize files to FTP.
• Review and forward approved Test purchase orders to the Sales team for processing.
• Request updated purchase orders for partial shipments, retests, and order revisions.
• Provide backup support for test quotation activities during extended staff absences.
• Update and maintain test service calendar and tracking spreadsheets.
• Assist with marketing mailings, postcards, and email campaigns.
• Airtable data entry and database maintenance for new systems.
• Assist with sourcing and implementing a new sales quoting solution.
• Assist with CMMC certification project.
• Work with Sales team(s) as needed to update Seica SpA CRM system.
• Support management of some Seica customer portals for PO retrieval and document requests.

Safety & Compliance

• Help coordinate CPR and workplace safety training.
• Support workplace safety and compliance initiatives.
• Complete supplier surveys and some vendor qualification forms.
• Request and maintain Certificates of Insurance (COIs).

Qualifications

• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• High attention to detail with excellent follow-through.
• Ability to manage confidential information with discretion.
• Ability to work independently while collaborating across multiple departments.
• Proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint).

Preferred Qualifications

• Manufacturing or electronics industry experience a plus.
• Experience with databases, ERP systems, or CRM software is preferred.
• Experience with QuickBooks, Airtable, and similar business software is a plus.

ALIGNING YOUR VALUES TO OUR SOLUTIONS

At Seica, our diverse, dynamic and collaborative teams give us the strength and insight to solve the world's most challenging test and product handling problems.

Our ONE Seica culture has at its core:

Results and Accountability

Transparency and Integrity

Sense of Urgency

Collaboration and Teamwork

• Generous Paid Time Off (PTO)
• Health Reimbursement Arrangement (HRA)
• Flexible Spending Account (FSA)

Seica Inc. is an equal opportunity employer committed to creating an inclusive workplace. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, disability, or protected veteran status. Candidates must be legally authorized to work in the United States.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

Applicants who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.