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Administrative Assistant Office Manager
Administrative Assistant Office ManagerNalu Scientific • Honolulu, HI, US
Administrative Assistant Office Manager

Administrative Assistant Office Manager

Nalu Scientific • Honolulu, HI, US
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  • [job_card.full_time]
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Job Description

Administrative Assistant / Office Manager

Location : Honolulu, HI (Onsite)

Company : Nalu Scientific

Type : Full-Time

About Nalu Scientific

Nalu Scientific develops advanced mixed-signal integrated circuits (ASICs) and related technologies for high-performance instrumentation and data acquisition systems. We are a growing team of engineers and innovators based in Honolulu, HI, working at the cutting edge of fast electronics for scientific, commercial, and defense applications.

About the Role

We are seeking a highly organized and versatile Administrative Assistant / Office Manager to support our daily operations, proposal efforts, and compliance needs. This role combines administrative, financial, and operational responsibilities and will be central to keeping our fast-paced R&D environment running smoothly. The ideal candidate will be passionate about high-tech development and scientific discovery and have experience supporting government-funded projects, particularly SBIR / STTR programs (DOE, NASA, DOD, NSF), and will be comfortable navigating proposal submission portals, award compliance, and contract management. There is room for growth in this role as the company grows.

Key Responsibilities

  • Manage day-to-day office operations, scheduling, and administrative workflows
  • Support proposal preparation, submission, and tracking (Grants.gov, DoD SBIR portals, etc.)
  • Assist in preparing budgets, justifications, and compliance documentation for federal contracts and grants
  • Maintain records for award and contract management, ensuring ongoing compliance with agency requirements (DOE, NASA, DOD, NSF)
  • Coordinate with our contract accounting firm and company leadership to support government cost accounting, reporting, and audit readiness
  • Coordinate with HR on onboarding, timesheet management (payroll), and reporting tasks
  • Manage procurement, inventory, and vendor relationships
  • Support sales process and coordinate order fulfillment
  • Produce and / or procure marketing materials for trade shows, conferences, and career fairs
  • Organize company events, meetings, and travel logistics
  • Maintain organized digital and physical filing systems for corporate, financial, and project records

Basic Qualifications

  • Bachelor’s degree or equivalent work experience preferred
  • 3+ years of experience in administrative, accounting, or operations roles
  • Experience with government grant or contract administration (SBIR / STTR strongly preferred)
  • Strong organizational and time management skills, with the ability to handle multiple projects simultaneously
  • Proficiency in Google Workspace, Microsoft Office, and collaboration tools (Zoom, etc.)
  • Understanding of basic Quickbooks operations for exporting reports and analysis
  • Familiarity with Grants.gov, NSPIRES, NASA SBIR, DOD SBIR / STTR, or similar platforms
  • Understanding of federal cost accounting standards (CAS), FAR compliance, and reporting processes

    • Desired Additional Qualifications

  • Working knowledge of project management tools such as ClickUp is a plus
  • Experience in a tech, R&D, or startup environment a plus
  • Team player, self-starter, and able to thrive in startup work environments
  • Comfortable working under deadlines

    • Benefits & Perks

  • Health, dental, and vision insurance
  • Paid time off (PTO) and company holidays
  • 401(k) plan with company contribution
  • Professional development support — company-sponsored training, certifications, and conferences
  • Opportunity to grow with a high-tech company
  • Collaborative, mission-driven work culture in a unique innovation ecosystem in Hawaiʻi

    • Why Nalu Scientific?

    Join a passionate and collaborative team driving innovation at the intersection of science and technology. At Nalu Scientific, your contributions help power cutting-edge research and real-world applications — from particle / medical physics to advanced sensing systems — all from our base in Honolulu.

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