Administrative Coordinator - Engineering Services

Administrative Coordinator Engineering Services

Mini-Circuits designs, manufactures and distributes integrated circuits, modules, and sub-systems for high-performance radio frequency (RF) and microwave applications. With design, sales, and manufacturing locations in over 30 countries, Mini-Circuits' products are used in a range of wired and wireless communications applications. Our products are also used in detection, measurement, and imaging applications, including military communication, guidance, and electronic countermeasure systems, commercial, scientific, military land, sea, and aircraft; automotive systems, medical systems, and industrial test equipment. Mini-Circuits sells its products to over 20,000 customers globally through our direct sales force, applications engineering staff, and sales representatives, as well as through our extensive website.

Position Summary

The Administrative Coordinator Engineering Services plays a critical role in ensuring the effective and efficient operation of the department. This position manages a wide range of executive-level administrative, planning, and clerical tasks, including calendar management, meeting coordination, and travel arrangements to support the Head of Engineering Services. Additionally, this role supports department initiatives, facilitating communication, tracking projects and metrics, and preparing reports and presentations, while managing numerous daily departmental activities. Many of these tasks will require a high level of proficiency with both standard and Mini-Circuits customized software applications. The ideal candidate is highly organized, proactive, and detail-oriented, with a proven ability to manage complex priorities and anticipate the needs of leadership. They are a strong communicator, able to collaborate effectively across global teams, and have a track record of delivering high-quality work in a fast-paced, dynamic environment.

Salary Range - $70,000 - $85,000 Job Function: Executive Support

Responsibilities:

• Manage calendar, schedule meetings, and coordinate domestic/international travel, including developing detailed itineraries, schedules, and briefing materials.
• Manage/prioritize emails and calls; reply, forward, or escalate as needed; draft communications and presentations.
• Prepare and circulate agendas, presentations, and meeting materials; take and publish meeting minutes and action items, ensuring timely follow-up.
• Act as liaison with internal and external stakeholders, ensuring timely flow of information.
• Handle sensitive information with the highest level of confidentiality and discretion.
• Manage departmental and travel expense reporting, reconciliation, and budget tracking.
• Support cross-functional initiatives.
• Coordinate with internal departments and external partners to ensure alignment regarding timelines and deliverables.
• Monitor project milestones and proactively follow up with owners to ensure timely completion of initiatives.
• Assist in tracking KPIs and preparing dashboards and reports for departments within Engineering Services.
• Assist with documenting and implementing Engineering Services process improvements.
• Maintain databases and documentation related to the various disciplines within engineering services.
• Assist in preparing materials for quarterly business reviews (QBRs), audits, vendor/customer meetings, and other reviews.
• Collect, consolidate, and distribute departmental performance metrics.
• Create and maintain purchase requisitions; and track purchase order progress.
• Support vendor onboarding documentation, compliance questionnaires, and supplier quality requirements.
• Track and catalog any on-going vendor NDA/PIA agreements.
• Facilitate communication across global teams and follow up on outstanding deliverables.
• Coordinate onboarding/offboarding of department members, including system access, equipment, and training.
• Assist in coordinating department resources with HR, IT, and other support functions.
• Assist in planning and coordinating department events, meetings, and team activities, including logistics and catering as needed.
• Perform other administrative tasks as needed to support smooth operations of the Engineering Services department.

Qualifications:

• Associate Degree (2-year) or higher in Business Administration, Business Management, or related field preferred; relevant experience will be considered in lieu of formal education.
• 3+ years of experience in an administrative assistant or coordinator role, supporting executives, senior staff, and/or a large department.
• Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, Teams) to effectively manage communication, presentations, documents, and analysis.
• Familiarity with Smartsheet a plus.
• Strong organizational and time management skills to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to communicate effectively and professionally with senior-level internal and external stakeholders.
• Proven ability to effectively manage and prioritize senior-level emails and calls, ensuring urgent issues are escalated, key information is communicated promptly, and leadership is kept well-informed.
• Experience in calendar management and travel coordination, including the ability to develop detailed itineraries, schedules, and briefing materials.
• Skilled in taking accurate meeting minutes and action items and ensuring timely distribution and follow-up.
• Ability to handle sensitive information with confidentiality and discretion, ensuring trust and integrity in all communications and documentation.
• Attention to detail to maintain accurate data, dashboards, KPIs, documentation, and other records.
• Ability to work independently and proactively to identify issues, and applicable proposed solutions.
• Familiarity with project management principles to support tracking projects and initiatives preferred.
• Ability to assist in planning and coordinating department events, meetings, onboarding/offboarding, and team activities is a plus.
• Any prior experience working specifically with various engineering disciplines is preferred.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit and use hands to operate a computer keyboard. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Cultural Focus:

• Displays enthusiasm and Passion for their work
• Works to the standard of Uncompromising Quality by meeting or exceeding stated objectives and embracing continuous improvement
• Exercises sound Business Judgement, ensuring that efforts are on track with the Company's goals
• Operates with the mindset of Customer Obsession by meeting or exceeding expectations to both internal and external customers
• Takes Accountability by taking ownership and accepting responsibility for their conduct and contributions
• Demonstrates a strong sense of urgency and accomplishes tasks with Speed and attention to detail
• Cooperates, collaborates and contributes to shared goals with a strong sense of Teamwork
• Conducts themselves with Honesty & Integrity and treats all members with Trust & Respect

Additional Requirements/Skills:

• Comply, understand, and support corporate safety initiatives to ensure a safe work environment
• Ability and willingness to abide by Company's Code of Conduct

Disclaimer: The listed qualifications and requirements for each position are intended as guidelines. Mini-Circuits reserves the right to hire outside of these guidelines at Management's discretion. Mini-Circuits is an Equal Opportunity Employer and does not discriminate on the basis of actual or perceived age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, familial status, gender identity, gender dysphoria, pregnancy-related condition, and domestic violence victim status or protected class characteristic, or any other protected characteristic as established by federal or state law.