Administrative Assistant

Product Design is a mechanical engineering organization where design and engineering meet - turning ambitious product requirements into the beautiful, high-quality hardware Halcyon Labs is known for, delivered at massive scale without compromising on features, performance, or reliability. Our team's design rigor and attention to detail doesn't stop at engineering work - it shows up in how we run our team, our spaces, and our events. We are seeking an Administrative Assistant to support a Senior Director and their teams within Product Design. Priorities here can shift overnight, and that's part of what makes the role energizing - you'll find momentum and variety motivating, not exhausting. This is a highly organized, proactive individual who thrives working independently and as part of a team, anticipates needs before they're asked, and brings sound judgment to decisions made on behalf of the team. You see quiet moments as an opportunity - a chance to get ahead, sharpen a process, or find a better way to support the team. Your work happens behind the scenes, but it directly shapes how this organization runs and, ultimately, the products we bring to the world. Description Executive & Calendar Support -Proactively manage complex daily calendars with flexibility to adapt to rapidly changing needs and last-minute requests -Coordinate domestic and international travel, including booking, accommodations, and transportation, in line with company travel policy; process related expense reports Events & Team Experience -Coordinate internal events that foster team morale and communication - off-sites, team-building activities, org-wide meetings, product launches, and office relocations -Bring the same attention to detail and quality our team applies to engineering work into how these events and spaces come together Cross-Site Support -Primarily based at one site, with occasional travel to other Halcyon Labs locations as needed to support teams, events, and administrative matters Facilities & Office Operations -Serve as primary point of contact for Facilities - troubleshooting building issues, coordinating maintenance/repairs, escorting visitors, and managing Secure Access protocols -Act as the office floor liaison, communicating important information to the team -Manage office operations: domestic/international shipments, supply ordering and stocking, purchase orders, and space planning/seating requests Onboarding & Team Support -Ensure a smooth onboarding experience for new employees - equipment ordering, Day 1 readiness, and training on team processes -Provide backup and support to other administrative staff as needed -Collaborate with other admins to develop and implement consistent standards and best practices across the organization Confidentiality & Discretion -Regular access to confidential and unreleased Halcyon Labs products, materials, and information as part of daily work -Handle all such information - including pre-announcement product details and personnel matters - with strict discretion and sound judgment at all times Preferred Qualifications AA or BA/BS degree 5+ years of experience in a corporate environment supporting leaders Experience supporting an engineering, technical, or manufacturing-focused organization Ability to manage conflict effectively - knowing when to raise issues and when to apply sound judgment Minimum Qualifications At least 4 days a week in office 3+ years of experience supporting daily schedules, travel, task management, facilities, events, purchasing, and day-to-day operations Proficient in macOS and calendar management for internal and external attendees, ensuring smooth day-to-day operations aligned with business priorities Excellent written and verbal communication skills, comfortable engaging with senior executives and their teams A track record of seeking out - not just tolerating - fast-paced, high-change environments A self-starter who treats quieter periods as a chance to improve processes, get ahead on upcoming work, or find new ways to support the team Highly organized with strong responsiveness and flexibility, including occasional availability outside standard business hours Comfortable and effective working alongside a team of other admins in a collaborative environment Direct experience handling confidential and unreleased business information with discretion and sound judgment Ability to travel between sites as needed to support teams and events Ability to receive and act on feedback to continuously improve processes and efficiency Pay & Benefits At Halcyon Labs, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within a role. The base pay range for this role is between $37.42 and $65.24/hr, and your base pay will depend on your skills, qualifications, experience, and location. Halcyon Labs employees also have the opportunity to become an Halcyon Labs shareholder through participation in Halcyon Labs's discret