Administrative Assistant

Job Description

Job Description

Administrative Assistant
USA Firmware LLC | Brecksville, Ohio | Full-time | On-site

About USA Firmware

USA Firmware helps companies design and develop electronic products through firmware, software, electrical engineering, and PCB design services. We’re seeking an organized, dependable Administrative Assistant to keep our office running smoothly and support the people behind our engineering work.

About the Role

Reporting to the President/COO, you will coordinate daily office administration, support employee onboarding, organize records, and help leadership stay on top of schedules and commitments.

You’ll work closely with our sales operations coordinator, providing backup for routine sales support while taking ownership of general administrative responsibilities. This role is well suited to someone who enjoys helping others, brings order to busy days, and follows through without needing repeated reminders.

What You’ll Do

• Keep the office running smoothly. Coordinate supplies, mail, shipping, visitors, meeting spaces, vendors, and routine facility needs.
• Support scheduling and follow-through. Arrange meetings, travel, and events; prepare correspondence and meeting materials; track action items and deadlines.
• Coordinate employee administration. Serve as the administrative contact for GMS, our human resources and benefits provider. Help employees route questions and complete required paperwork.
• Support onboarding and offboarding. Coordinate checklists, orientation schedules, equipment, and approved account access with managers and our IT provider.
• Maintain organized records. Prepare and format documents, update tracking spreadsheets, maintain electronic files, and follow company procedures for confidentiality and document control.
• Assist our finance team. Collect receipts, expense documentation, vendor information, and other supporting records, and follow up on missing items.
• Provide sales coordination backup. Assist with customer meeting scheduling, CRM updates, proposal formatting, trade show logistics, and approved follow-up activities.
• Improve everyday processes. Document recurring tasks, identify practical improvements, and use approved technology and AI tools to work efficiently.
• Provide occasional support to affiliated organizations. Assist with assigned scheduling, recordkeeping, or event preparation for our executive office business and local chess foundation.

What Success Looks Like

Within your first few months, you will be managing recurring administrative tasks reliably, keeping records and checklists current, and helping employees and leadership get timely answers and support. Your work will give our sales operations team more time to focus on customers and opportunities.

Requirements

• Experience in an administrative assistant, office coordinator, or similar role; two or more years of relevant experience preferred.
• Strong organizational skills and the ability to prioritize multiple requests and meet deadlines.
• Careful attention to detail and dependable follow-through.
• Clear, professional written and verbal communication skills.
• Working proficiency with Microsoft Outlook, Word, Excel, and Teams, including scheduling, document formatting, and spreadsheet tracking.
• Good judgment and discretion when handling confidential employee, customer, and business information.
• Ability to work independently, ask questions when needed, and recognize when an issue requires management attention.
• A helpful, professional approach to supporting coworkers, customers, visitors, and service providers.
• Willingness to learn new systems and use approved AI tools while protecting confidential information and checking work for accuracy.
• Availability to work full-time in a hybrid arrangement, with regular on-site attendance at our Brecksville, Ohio office to support office operations, employee needs, and scheduled activities.

Preferred Experience

• Employee onboarding, benefits administration support, or coordination with a professional employer organization such as GMS.
• Familiarity with Box, Zoho CRM, or similar document management and customer relationship management systems.
• Experience supporting a small business, professional services firm, or engineering company.

An engineering background is not required.

Benefits

• Health insurance.
• Dental insurance.
• Long-term disability (LTD) coverage.
• Short-term disability (STD) coverage.
• IRA retirement plan with an employer match of up to 3%.
• Hybrid work arrangement, combining remote work with regular on-site attendance at our Brecksville, Ohio office.
• Opportunities to develop skills across office operations, employee support, sales administration, and AI tools.
• Direct collaboration with leadership and the opportunity to make a meaningful contribution in a small, experienced team.