Who this role is for
You’re an experienced administrative/operations professional (EA, office manager, project coordinator, or similar) who has run a tight ship—calendars, invoices, hiring logistics, CRM hygiene, client comms—and now wants a meaningful part-time, on-site role.
The opportunity
Our President currently handles projects, sales, and recruiting. You’ll take the administrative load so they can focus on growth. You’ll own details, close loops, and create calm.
What you’ll do
Project coordination
Book engineer travel and prepare concise itineraries (you do not travel).Review timesheets against rates/POs and prepare accurate invoices (QuickBooks experience a plus).Keep project logistics organized; coordinate updates between engineers and clients.Recruiting coordination
Plan university career fairs; manage applicant data.Schedule/proctor interviews and support onboarding checklists. (Recruiting experience is a plus.)Executive support
Streamline the President’s inbox/calendar; protect focus time.Drive small company-improvement projects to completion.Draft and polish internal/external communications.Sales coordination
Maintain clean CRM data; document calls and next steps.Draft proposal shells for engineer review; track approvals/signatures.Plan light networking events; handle follow-ups and SWAG orders.Answer and triage inbound calls to the right engineer.Office operations
Keep supplies/snacks stocked; greet visitors; ship/receive packages.Maintain tidy, predictable office routines.What this role is not
Not people management; no quotas; no travel.Clear scope and boundaries—get important things done in ~20 hours/week.What success looks like (first 90 days)
Invoices go out clean and on time every 2 weeks.The President’s calendar and inbox run on rules, templates, and blocks.CRM records are current with clear next actions.Reusable checklists exist for travel, interviews, proposals, and weekly close.Qualifications
7+ years in administrative operations (EA, office manager, project coordinator, or similar) supporting technical/professional teams.Expert with Microsoft 365 (Outlook rules/Quick Steps, Excel Teams/SharePoint/OneDrive).Comfortable with CRM workflows (creating opportunities, logging activities, routine follow-ups).Proven accuracy with timesheets/POs/invoicing and follow-through on details.Strong written/verbal communication; professional, concise, and client-friendly.High integrity with confidential information; proactive, low-ego, dependable.Pluses: QuickBooks (preferably QuickBooks Online); recruiting coordination experience (career fairs, scheduling, onboarding).Bachelor’s degree preferred; equivalent experience welcomed.Schedule & work style
Part-time, on-site, ~20 hrs/week, flexible within 8am–5pm.Focus on predictable cadence and finishing work during scheduled hours.Benefits
Paid time off Paid holidays Parental leave401(k) with match Onsite gymCompany DescriptionMaskine is an industrial automation consulting firm with 8 engineers. We use modern software practices to program automated manufacturing equipment for clients across multiple industries.Company DescriptionMaskine is an industrial automation consulting firm with 8 engineers. We use modern software practices to program automated manufacturing equipment for clients across multiple industries. Read Less