Office Administrator

ipgjobs; Huntsville (AL); On-site; USD 45,000 - 55,000; Full time

Job summary

IPG Defense, based in Huntsville, AL, seeks an Office Administrator to manage the front desk, visitor experience, and executive support. You will serve as the site HR liaison and keep daily operations running smoothly while protecting confidentiality.

The role requires organization, proactivity, and discretion with multiple priorities. A degree is preferred, with 3+ years in admin roles; strong MS Office or Google Workspace skills are essential.

Qualifications

• Associate's or Bachelor's degree preferred; relevant administrative experience accepted in lieu of a degree.
• 3+ years of office administration, executive assistance, or administrative support.
• Proficiency in Microsoft Office Suite or Google Workspace.
• Strong organizational, time-management, and communication skills.

Responsibilities

• Greet and manage visitors, check-in, badging, visitor logs, and escort coordination.
• Serve as primary contact for calls, deliveries, and inquiries.
• Provide executive administrative support to VP and leadership, including calendar and travel.
• Prepare correspondence, presentations, and meeting materials; coordinate events.
• Coordinate onboarding with HR, benefits queries, and policy communications.
• Maintain confidential personnel records and support day-to-day operations.

Skills

Visitor management

Executive support

Calendar management

Travel arrangements

Communication skills

Education

Associate/Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

IPG Defense, a stand-alone business of IPG Photonics, was incorporated in 2026 to provide direct support for defense products. Headquartered in Huntsville, AL, IPG Defense is bringing commercial scale to laser defense systems, leveraging IPG Photonics' 36 years of experience in fiber laser technology. Our mission: develop and deliver the most advanced, next-generation laser defense solutions for military and civilian use — systems that accurately and reliably detect, track, target, and neutralize threats.

IPG Photonics is the world's leading developer and manufacturer of high-performance fiber lasers and amplifiers for diverse applications in numerous markets. Founded in 1990, IPG pioneered the development and commercialization of optical fiber-based lasers — a critical technology in our high-energy laser (HEL) systems, including the CROSSBOW program.

Your skills and experience will play a key role in shaping our growing organization, building our capabilities, and delivering on our mission. Join us and build a career that will shape the future of laser defense.

POSITION SUMMARY

The Office Administrator is the welcoming face of IPG Defense and the operational hub of the Huntsville office. This role manages the front desk and visitor experience, provides executive administrative support to the VP and leadership team, serves as the site’s interface with corporate HR, and keeps daily office operations running smoothly. The ideal candidate is organized, proactive, and skilled at managing multiple priorities with professionalism and discretion.

KEY RESPONSIBILITIES

Front Desk & Visitor Management

• Greet and manage visitors, including check-in, badging, visitor logs, and escort coordination in accordance with facility security procedures.
• Serve as the primary point of contact for incoming calls, deliveries, and internal and external administrative inquiries.
• Executive Administrative Support
• Provide administrative support to the Vice President and senior leaders, including calendar management, meeting coordination, travel arrangements, and expense reports.
• Prepare correspondence, presentations, and meeting materials; coordinate company events and all-hands meetings.

HR Interface

• Serve as the site liaison to corporate HR for onboarding, benefits questions, and policy communications.
• Coordinate new-employee onboarding, including workspace setup, access coordination, and first-day logistics.
• Maintain accurate site personnel-related records and filing systems (digital and physical) with confidentiality.

Office Operations

• Manage day-to-day office operations, including supplies, mail, scheduling, and facility needs.
• Liaise with building management, vendors, and service providers; maintain compliance with office health and safety standards.
• Contribute to process-improvement initiatives and help implement office policies.

MINIMUM QUALIFICATIONS

• Associate's or Bachelor's degree preferred; relevant administrative experience accepted in lieu of a degree.
• 3+ years of experience in office administration, executive assistance, or administrative support.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace.
• Strong organizational, time-management, and problem-solving skills.
• Excellent communication and interpersonal abilities with a customer-service orientation.
• Ability to handle confidential information with discretion.
• Flexible and adaptable to changing business priorities.

PREFERRED QUALIFICATIONS

• Experience supporting executives in a technical, engineering, or defense-industry environment.
• Experience with visitor control or facility-access processes in a secure facility.
• Experience coordinating with HR on onboarding or employee-lifecycle processes.

KEY COMPETENCIES

• Attention to detail and accuracy.
• Initiative and accountability.
• Collaboration and teamwork.
• Professionalism and reliability.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Professional office environment; may involve occasional lifting (up to 25 lbs) or event setup.

WHY JOIN IPG DEFENSE

• Work at the forefront of directed-energy and photonics innovation on systems that matter to national security.
• Vertically integrated technology: we design and build our own lasers, giving engineers end-to-end ownership from component to fielded system.
• Small, expert, fast-moving team in Huntsville, AL — one of the nation’s fastest-growing aerospace and defense hubs.
• Career growth through hands-on work across the full product lifecycle: concept, prototype, integration, field test, and production.
• Competitive salary and a comprehensive benefits package — see Compensation & Benefits below.