Senior Administrative Assistant
Reports To: HR
Company Overview:
Netlist, Inc. (OTCQB: NLST) is a leading provider of high-performance modular memory subsystems and next-generation storage-class memory solutions. We specialize in cutting-edge technologies that enable innovation in AI, cloud computing, and enterprise infrastructure. Our product portfolio includes DDR4/DDR5 DIMMs, NAND-based SSDs, and advanced interconnect technologies such as CXL and PCIe.
Join our world-class engineering team and be part of shaping the future of memory and storage architecture.
Position Summary:
Netlist is seeking a highly organized, proactive, and service-oriented Senior Administrative Assistant to provide broad administrative support across the Irvine office, with primary support for general office operations and designated Finance and Human Resources activities. This role coordinates day-to-day office needs, employee lunches and meetings, travel arrangements, office supplies, records, and recurring administrative projects. The position also supports stock administration activities under the direction of Finance and Human Resources. The successful candidate will exercise sound judgment, maintain confidentiality, anticipate needs, and help ensure efficient and professional office operations.
Key Responsibilities:
- Provide day-to-day administrative support to Finance, Human Resources, and other departments as assigned.
- Coordinate employee lunches, office meetings, and company events, including menus, catering orders, dietary considerations, setup, cleanup, and invoice or receipt submission.
- Monitor office supply and breakroom inventory; place approved orders, receive deliveries, organize supplies, and maintain appropriate stock levels.
- Coordinate domestic and international business travel arrangements, including air, hotel, ground transportation, itineraries, and required travel documentation, in accordance with Company policy.
- Assist employees with travel request forms, expense documentation, and related administrative follow-up; maintain organized travel records and trackers.
- Provide administrative support for stock administration activities, including preparing routine communications, maintaining trackers and records, coordinating signatures or approvals, and responding to basic process questions under the direction of Finance and Human Resources.
- Support Finance with document preparation, data entry, invoice and receipt organization, filing, spreadsheet updates, and other recurring administrative tasks.
- Support Human Resources with onboarding and offboarding coordination, interview scheduling, employee communications, document routing, training and compliance tracking, personnel file administration, and special projects.
- Maintain calendars, schedule meetings, prepare agendas or materials, take notes when requested, and track follow-up items.
- Prepare, edit, proofread, and format correspondence, reports, presentations, spreadsheets, forms, and other business documents.
- Maintain accurate electronic and paper files in accordance with departmental procedures and confidentiality requirements.
- Coordinate with vendors and building contacts for routine office services, repairs, deliveries, and workplace needs; escalate issues as appropriate.
- Provide reception and general office coverage as needed, including greeting visitors, answering or routing inquiries, and supporting conference room readiness.
- Handle confidential employee, financial, and business information with discretion and sound judgment.
- Identify opportunities to improve administrative processes, templates, trackers, and office workflows.
- Provide backup administrative coverage and perform other duties or special projects as assigned.
Required Qualifications:
- Bachelor's degree from an accredited college or university, or an equivalent combination of education and relevant experience.
- 3-5 years of progressive administrative experience supporting multiple departments or senior leaders.
- Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams; experience maintaining spreadsheets, trackers, and shared files.
- Strong organizational, prioritization, and time-management skills with consistent attention to detail.
- Excellent written and verbal communication skills and a professional, service-oriented approach.
- Ability to manage multiple assignments, anticipate needs, meet deadlines, and follow through with limited supervision.
- Demonstrated judgment and discretion when handling confidential employee, financial, and Company information.
- Experience coordinating travel, catering, office supplies, meetings, and vendor services.
- Ability to work collaboratively across Finance, Human Resources, executives, employees, and external partners.
Salary Range: $32 to $36 per hour