Administrative Assistant - Immediately Needed

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

Pay: $27.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person