Executive Operations 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 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.