About the JobYour future role on our team
Automated DesignWorks (ADW) has built a reputation of reliability, dependability, and technical expertise by promoting a company culture where our shared excitement helps us tackle challenging work. Through both collaboration and independence, we allow the autonomy necessary to empower you to succeed.
At ADW, we believe in fostering a nurturing environment filled with mutual respect and dedication to the task at hand. We are a fast-growing company that believes you have what it takes to make a positive impact on your future here as well as our collective future; and we believe in providing plenty of opportunities for advancement to those willing to commit to our mutual growth.
Type of position
As a small and dynamic organization, every team member has a meaningful impact on our success. We are looking for a highly organized, proactive, and resourceful Administrative Assistant who thrives in a fast-paced environment and enjoys taking on a wide variety of responsibilities. This position is central to keeping our business running smoothly and supporting every department across the company.
Reporting directly to the CEO, you will be a trusted partner and a key contributor to our continued growth and operational success.
Position Overview
The Administrative Assistant serves as the administrative and operational hub of the company. This individual will support leadership, engineering, software development, finance, and business operations while managing a broad range of responsibilities that span administration, bookkeeping, vendor management, payroll coordination, accounts payable and receivable, office management, and communications.
The ideal candidate is highly organized, detail-oriented, professional, and an exceptional communicator who can confidently interact with employees, clients, vendors, government agencies, and professional service providers.
Responsibilities
Executive & Administrative Support
- Provide direct administrative support to the CEO.
- Prepare correspondence, reports, presentations, and company documents.
- Maintain digital and physical filing systems.
- Draft, review, and distribute company communications.
- Assist with special projects and operational initiatives.
- Manage calendars, meetings, appointments, and travel arrangements as required.
Finance & Accounting Coordination
- Process and track accounts payable and accounts receivable.
- Support payroll processing and maintain payroll-related records.
- Assist with bookkeeping activities and financial record management.
- Reconcile invoices, receipts, and expense reports.
- Coordinate closely with the company's external accounting firm.
- Prepare and organize documentation required for financial reviews, audits, and tax filings.
Vendor & Business Operations Management
- Research, evaluate, and coordinate vendors and service providers.
- Obtain quotes and negotiate routine services when appropriate.
- Manage vendor relationships and maintain accurate records.
- Coordinate service contracts, renewals, and subscriptions.
- Communicate with suppliers regarding tax exemptions, documentation, and purchasing requirements.
Grants, Compliance & Documentation
- Assist with identifying, applying for, and tracking grants and funding opportunities.
- Complete government, corporate, and industry-related forms and applications.
- Prepare, file, and maintain corporate records and compliance documentation.
- Ensure critical documents are filed accurately and on time.
- Support regulatory and reporting requirements as needed.
Office & Team Support
- Oversee day-to-day office operations and organization.
- Coordinate office supplies, equipment, and facility needs.
- Support employee onboarding and administrative HR functions.
- Assist in planning company meetings, events, and team activities.
- Serve as a reliable resource for employees across all departments.
Communications
- Professionally answer and manage incoming phone calls and emails.
- Serve as a positive first point of contact for clients, partners, and vendors.
- Follow up on inquiries and ensure timely communication.
- Maintain a high standard of professionalism in all written and verbal communications.
You Will Thrive at ADW if you…
- Have a shared commitment to our mutual success.
- Are excited about shaping the future together.
- Have a desire to support and uplift your teammates.
- Have a growth mindset.
- Make thoughtful, high-quality decisions with confidence.
Qualifications
Required
- 3+ years of experience in an administrative, office management, executive assistant, or similar role.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Outstanding customer service and phone etiquette.
- Experience supporting multiple priorities and stakeholders simultaneously.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
- High attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
Preferred
- Experience with payroll administration.
- Experience with bookkeeping, accounts payable, and accounts receivable.
- Experience working with accounting software such as QuickBooks Online (QBO) or similar platforms.
- Familiarity with grants, government programs, tax exemptions, or funding applications.
- Experience supporting executives or senior leadership teams.
- Experience in a small business, technology, engineering, or professional services environment.
What Makes You Successful in This Role
- You take ownership and don't wait to be told what to do.
- You enjoy solving problems and figuring things out.
- You are comfortable wearing multiple hats and switching between priorities.
- You can communicate professionally and confidently with anyone—from vendors and clients to accountants and executives.
- You are highly organized and follow through on commitments.
- You take pride in helping others succeed and understand how important operational excellence is to a growing company.
Why Join Us?
At our company, every employee has a direct impact on the business. This role is not simply administrative support—it is a critical position that helps keep the organization operating efficiently and enables our engineers, developers, and leadership team to focus on delivering exceptional results.
You will work closely with the CEO, gain exposure to all aspects of the business, and become a trusted member of a collaborative and growing team where your contributions are recognized and valued.
If you're looking for a role where you can make a meaningful impact, take ownership, and become an integral part of a growing technology company, we'd love to hear from you.
About Us
Automated DesignWorks (ADW) is at the forefront of innovation in CAD design automation. Our rapidly growing firm specializes in transforming complex design processes into streamlined, efficient workflows. With a passionate team of experts and a commitment to excellence, we empower businesses to optimize their design operations, reduce turnaround times, and elevate overall productivity.
Our Mission
Our mission is to revolutionize the CAD design landscape by providing cutting-edge automation software solutions that empower clients to achieve their design goals with unparalleled efficiency and precision.
Our Services
- CAD Automation Software Solutions: We develop custom automation tools tailored to meet the unique needs of our clients, ensuring seamless integration into existing workflows.
- Consulting & Strategy: We work closely with clients to assess their current design processes, identifying areas for improvement and implementing effective automation strategies.
- Training & Support: We offer comprehensive training programs and ongoing support to ensure teams are equipped with the knowledge and tools necessary to maximize the benefits of automation.
Job Type: Full-time
Benefits:
- Dental care
- Vision care
- Prescription Drug
Work Location: In person
Pay: $50,000.00-$65,000.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
- Vision care
Work Location: In person
