Administrative Assistant - Operations

The Role

Bulwark Dynamics is seeking a highly organized, proactive, and dependable on-site Administrative Assistant – Operations to support the company's day-to-day administrative and operational activities.

This position will help ensure smooth internal operations by coordinating with onsite and remote employees, supporting employee onboarding, maintaining company records, assisting with scheduling and communications, coordinating office and equipment requirements, and handling general administrative responsibilities.

The ideal candidate is detail-oriented, resourceful, and comfortable managing multiple responsibilities in a fast-paced startup environment. This person should communicate effectively across teams, take ownership of assigned tasks, and ensure administrative and operational requests are handled efficiently.

Key Responsibilities

Administrative and operations

• Provide general administrative support to the CEO, CTO, and other members of the leadership team.

• Coordinate with onsite and remote employees to support daily operations and internal communications.

• Manage schedules, meetings, correspondence, and administrative documentation.

• Maintain organized company records, employee files, and digital databases.

• Track pending requests, deadlines, and follow-ups across the team.

• Assist with purchasing requests, invoices, expense tracking, and operational documentation.

Facility and office management

• Serve as the on-site point of contact for the Menlo Park facility and its day-to-day operations.

• Manage building access, keys and badges, and coordinate with the landlord and property management on maintenance, repairs, utilities, and building services.

• Keep common areas, workspaces, and meeting rooms organized, stocked, and functional.

• Coordinate janitorial, cleaning, and office-service vendors.

• Oversee office setup and changes, including furniture assembly and workspace configuration as the team grows.

• Support facility moves, build-outs, and space planning as the company expands.

Shipping, receiving, and equipment

• Receive, log, and route inbound deliveries, and coordinate outbound shipping with vendors and carriers.

• Manage office and IT equipment inventory, issuance, and custody tracking, including signed custody records for assigned hardware.

• Coordinate office supplies, equipment, and facility requirements.

Health, safety, and compliance

• Maintain on-site safety equipment and supplies (first aid, eyewash stations, and related items) and keep required workplace compliance notices posted and current.

• Partner with operations and engineering on basic environmental, health, and safety practices and emergency procedures for the facility.

People and visitor coordination

• Support employee onboarding and offboarding, including paperwork, in-person I-9 verification, equipment issuance, desk setup, and account coordination.

• Coordinate on-site visitors, candidates, and guests, including access, scheduling, and hospitality.

• Help arrange logistics for visiting team members, including travel and local accommodations.

• Communicate with vendors, suppliers, and external service providers.

Requirements

• 2+ years of experience in administrative support, office administration, or operations coordination.

• Strong organizational, communication, and multitasking skills.

• Ability to coordinate effectively with onsite and remote teams.

• Excellent attention to detail and follow-through.

• Proficiency in Google Workspace, Microsoft Office, and collaboration tools such as Slack or Notion.

• Ability to handle confidential information professionally.

• Ability to work full-time onsite in Menlo Park, California

Preferred / Nice to Have

• Experience in a startup, engineering, technology, or manufacturing environment.

• Familiarity with employee onboarding, payroll coordination, and vendor management, canvassing,

• Associate's or Bachelor's degree in Business Administration or a related field.

Compensation & Benefits

• Base pay: $25 – $35 per hour, depending on experience.

• Equity: early-stage stock options.

• Benefits: employer-sponsored health, dental, and vision coverage.

Ideal Candidate Profile

The ideal candidate is proactive, highly organized, and dependable, with strong communication and coordination skills. They can work independently, manage multiple priorities, and take ownership of administrative and operational responsibilities.

They are comfortable coordinating with onsite and remote employees, anticipating team needs, resolving routine administrative issues, and ensuring tasks and follow-ups are completed on time.

We are looking for someone who is adaptable, resourceful, detail-oriented, and willing to take on different responsibilities to support the company's growing operations.

ITAR Requirement

To conform to the U.S. Government export regulations, applicants must be a U.S. citizen, lawful permanent resident of the U.S., and a protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

Bulwark Dynamics is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. Bulwark Dynamics provides reasonable accommodations to qualified applicants and employees with disabilities as required by applicable law.