Administrative Assistant

Ultrasonium; Woburn (MA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Equity incentive

Flexible work arrangements

Direct access to founding team

Job summary

Ultrasonium is seeking an operations-minded professional to oversee federal grant and contract administration, vendor procurement, HR support, and executive assistance for the founding team. You will coordinate registrations, reporting, invoicing, and audit-ready documentation, while ensuring compliance across an active awards portfolio.

The role requires strong written and verbal communication with government agencies and vendors, plus on-site work in Woburn, MA as the Cambridge office opens

Qualifications

• 2+ years of administrative, operations, or grants administration experience.
• Experience with federal grant or contract administration (NSF, DOD, DOE, or similar).
• Strong organizational and time management skills; able to track multiple awards and deadlines.

Responsibilities

• Own federal grant and contract administration across active awards and new applications, including registrations, reporting, invoicing, compliance tracking, and audit-ready documentation.
• Support proposal preparation and submission for SBIR/STTR/BAA solicitations and monitor opportunities for leadership.
• Provide executive support to the founding team: calendar management, scheduling, travel, and correspondence.
• Manage procurement: obtain quotes, place orders, track deliveries, and reconcile invoices for lab supplies and services.
• Support HR, onboarding, finance, and office operations as needed.
• Take on special projects as the funding portfolio grows.

Skills

Grants administration

Communication

Time management

On-site work readiness

Tools

Google Workspace

Microsoft Office

Job description

This role spans executive support, office and lab administration, procurement, HR support, and federal grant and contract administration. You will be a trusted operational partner to leadership, keeping the company running smoothly and ensuring we stay compliant and on track across an active and growing portfolio of government awards.

You might be a great fit if you...

• Are proactive and self-directed. You see what the team needs and get ahead of it.
• Thrive in a fast-moving environment. Priorities shift quickly at an early-stage startup, and you adapt without losing track of the details.
• Are a strong communicator. You interface with government agencies, vendors, external partners, and internal team members with clarity and professionalism.
• Care about the mission and want to be part of a team working on something genuinely new.
• Are highly organized and detail-oriented. You keep systems, records, and deadlines in order across competing demands.

Key responsibilities

• Own federal grant and contract administration across active awards and new applications, including registrations (SAM.gov, research.gov, SBIR.gov), reporting, invoicing, compliance tracking, and documentation for audit readiness.
• Support proposal preparation and submission for SBIR, STTR, and BAA solicitations; monitor new solicitation releases and flag relevant opportunities to leadership.
• Provide executive support to the founding team: calendar management, scheduling, travel, and correspondence.
• Manage procurement: obtain quotes, place orders, track deliveries, and reconcile invoices for lab supplies, equipment, and services.
• Support HR, onboarding, finance, and office operations as needed.
• Take on special projects as the company and funding portfolio grow.

Required qualifications

• 2+ years of administrative, operations, or grants administration experience.
• Demonstrated experience or willingness to work with federal grant or contract administration (NSF, DOD, DOE, or similar agencies).
• Strong organizational and time management skills; able to track multiple awards and deadlines simultaneously.
• Strong written and verbal communication skills, including professional correspondence with government agencies and investors.
• Proficiency with standard productivity tools (Google Workspace, Microsoft Office, or equivalent).
• Ability to work on-site in Woburn, MA. Cambridge, MA office opening in August 2026.

Preferred qualifications

• Direct experience with NSF SBIR/STTR or DOD/DOE SBIR programs.
• Familiarity with SAM.gov, research.gov, grants.gov, or equivalent federal systems.
• Familiarity with cost-reimbursable contract administration and invoicing.
• Background in bookkeeping or financial tracking tools (QuickBooks, Expensify, or similar).
• Prior experience at a startup, university research office, or government contractor.
• Genuine interest in deep technology, manufacturing, or science and engineering.

What we offer

• Y Combinator and NSF-backed startup with real traction.
• High-visibility role with direct access to and collaboration with the founding team.
• Potential for equity incentive based on contributions and performance.
• A low-bureaucracy, collaborative culture where your work has immediate and visible impact.
• Opportunity to grow scope and responsibilities as the company and funding portfolio scale.
• Flexible working arrangements and a culture that respects your time and autonomy.