Administrative Coordinator - IT

Mini-Circuits designs, manufactures and distributes integrated circuits, modules, and sub-systems for high-performance radio frequency (RF) and microwave applications.  With design, sales and manufacturing locations in over 30 countries, Mini-Circuits’ products are used in a range of wired and wireless communications applications. Our products are also used in detection, measurement and imaging applications, including military communication, guidance and electronic countermeasure systems, commercial, scientific, military land, sea and aircraft; automotive systems, medical systems, and industrial test equipment.

Mini-Circuits’ sells its products to over 20,000 customers globally through our direct sales force, applications engineering staff, sales representatives, as well as through our extensive website.

The Administrative Coordinator – IT plays a critical role in ensuring the effective and efficient operation of the department.  This position manages a wide range of executive-level administrative, planning, and clerical tasks, including calendar management, meeting coordination, and travel arrangements to support the Head of IT.  Additionally, this role supports department initiatives, facilitating communication, ordering technology and other relevant departmental supploies, while managing numerous daily departmental activities.  Many of these tasks will require a high level of proficiency with both standard and Mini-Circuits customized software applications.

The ideal candidate is highly organized, proactive, and detail-oriented, with a proven ability to manage complex priorities and anticipate the needs of leadership.  They are a strong communicator, able to collaborate effectively across global teams, and have a track record of delivering high-quality work in a fast-paced, dynamic environment.

Salary Range: $67,000 - $80,000 per year

Job Function:

• Executive Support
  • Manage calendar, schedule meetings, and coordinate domestic/international travel, including developing detailed itineraries, schedules, and briefing materials.
  • Manage/prioritize emails and calls; reply, forward, or escalate as needed; draft communications and presentations.
  • Prepare and circulate agendas, presentations, and meeting materials; take and publish meeting minutes and action items, ensuring timely follow-up.
  • Act as liaison with internal and external stakeholders, ensuring timely flow of information.
  • Handle sensitive information with the highest level of confidentiality and discretion.
  • Manage departmental and travel expense reporting, reconciliation, and budget tracking.

• Data & Documentation
  • Create and maintain purchase requisitions; track purchase order progress, flag and address any delays.
  • Maintain technology inventory and place orders for equipment and supplies as needed

• Communication & Coordination
  • Coordinate onboarding/offboarding of department members, including system access, equipment, and training.
  • Assist in coordinating department resources with HR and other support functions.
  • Assist in planning and coordinating department events, meetings, and team activities, including logistics and catering as needed.

The duties, responsibilities and expectations described above are not a comprehensive list and additional tasks may be assigned to the member, within the scope of the position.

• Associate Degree (2-year) or higher in Business Administration, Business Management, or related field preferred; relevant experience will be considered in lieu of formal education.  
• High School Diploma, GED, or international equivalent required. 
• 3-5 years of experience in an administrative assistant or coordinator role, supporting executives, senior staff, and/or a large department.
• Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, Teams) to effectively manage communication, presentations, documents, and analysis.
• Strong organizational and time management skills to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to communicate effectively and professionally with senior-level internal and external stakeholders.
• Pr