Administrative Assistant

NLM Photonics; Seattle (WA); On-site; USD 75,000 - 105,000; Full time

Benefits offered by this job

401k plan

Flexible PTO

11 Paid Holidays

ISO stock options

Job summary

NLM Photonics seeks an Administrative Assistant to support scheduling, collaboration tools, and administrative finance processes. The role requires detail orientation, tech comfort, and ability to bring order to fast-moving environments. On-site in Seattle, reporting to the CEO.

Responsibilities include calendar management, document control, PO lifecycle, expense reporting, and procurement records. Ideal candidate has 5+ years in admin roles and strong MS 365 skills.

Qualifications

• 5+ years of experience in an administrative or executive support role.
• Strong experience with Microsoft 365, especially Outlook, Teams, and SharePoint.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Clear, professional written and verbal communication skills.

Responsibilities

• Manage executive calendars and coordinate meetings, agendas, and follow-ups.
• Oversee document repositories across financial, marketing, legal, and technical functions, ensuring materials are accurate and up-to-date.
• Manage purchase order lifecycle, including creation, tracking, and reconciliation with invoices and payments.
• Oversee expense reporting, documentation, and budget tracking; liaise with Finance.
• Maintain organized procurement, expense, and audit-support records.
• Support team collaboration, information access, and process improvements.
• Assist with ad hoc administrative projects and operational support.

Skills

Executive support

MS 365

Time management

Communication

Tools

Outlook

Teams

SharePoint

Job description

NLM Photonics is pioneering the future of optical computing, quantum networking, and ultra-high-speed data communications. By seamlessly integrating proprietary electro-optic organic materials with silicon photonics (Silicon-Organic Hybrid / SOH technology), we break through the physical limitations of conventional semiconductor materials. Our technology delivers unprecedented performance, lowering power consumption and massively scaling bandwidth for next-generation data center architectures, AI hardware acceleration, and quantum systems.

Location:

Seattle, Washington

Job Position Description:

Job type: Full-time exempt
Pay range: $75,000 – $105,000 annual salary
Reporting Line: CEO
Direct supervisor: CEO/Director of Finance
Location: On-site (Seattle)

Summary: We are seeking ahighly organized and proactive Administrative Assistantto support day-to-day operational efficiency across scheduling, collaboration tools, and administrative finance processes. The ideal candidate is detail-oriented, tech-comfortable, and enjoys bringing order and clarity to fast-moving environments.

Job Responsibilities include but not limited to:

• Manage executive calendars and coordinate meetings, agendas, and follow-ups
• Oversee document repositories across financial, marketing, legal, and technical functions, ensuring materials are accurate, organized, and kept up to date
• Manage purchase order lifecycle, including creation, tracking, and reconciliation with invoices and payments
• Oversee expense reporting, documentation, and budget tracking; liaise with Finance
• Maintain organized procurement, expense, and audit-support records
• Support team collaboration, information access, and process improvements
• Assistwith ad hoc administrative projects and operational support
• 5+ years of experience in an administrative or executive support role
• Strong experience with Microsoft 365, especially Outlook, Teams, and SharePoint
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Clear, professional written and verbal communication skills
• Applicants must be authorized to work for ANY employer in the U.S. Employer will not sponsor applicants for work visas.

Preferred Qualifications:

• Background in photonics, datacenter technologies, network technology,semiconductor technologies, and/or hardware development.
• Prior experience in the management of customer workflows and expectations.
• Familiarity with purchase order (PO) management, shippinglogistics, and export compliance/documentation
• Consistenttrack recordof driving process improvements and measuring efficiency
• A passion for sharing knowledge and experience driving complex projects end-to-end

As an NLM team member you’ll enjoy:

• All Washington State mandatory benefits, including Washington State Paid Family and Medical Leave and statutory paid sick/safe time off
• Comprehensive insurance, including medical, dental, and vision
• 401k plan
• Flexible paid time off
• 11 Paid Holidays per calendar year
• Eligible for ourIncentive Stock Option (ISO) plan