Administrative Coordinator - IT

Administrative Melville, New York

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Description

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.

Position Summary:

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 supplies, 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.

Qualifications:
  • 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.
  • Proven ability to effectively manage and prioritize senior-level emails and calls, ensuring urgent issues are escalated, key information is communicated promptly, and leadership is kept well-informed.
  • Experience in calendar management and travel coordination, including the ability to develop detailed itineraries, schedules, and briefing materials.
  • Skilled in taking accurate meeting minutes and action items, and ensuring timely distribution and follow-up.
  • Ability to handle sensitive information with confidentiality and discretion, ensuring trust and integrity in all communications and documentation.
  • Attention to detail to maintain accurate data, dashboards, KPIs, documentation, and other records.
  • Ability to work independently and proactively to identify issues, propose solutions, and support smooth operations.
  • Familiarity with project management principles to support tracking projects and initiatives preferred.
  • Experience with ERP systems (e.g., SAP, Infor XA) a plus.
  • Ability to assist in planning and coordinating department events, meetings, onboarding/offboarding, and team activities is a plus.

Physical Demands:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit and use hands to operate a computer keyboard. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Cultural Focus

  • Displays enthusiasm and Passion for their work
  • Works to the standard of Uncompromising Quality by meeting or exceeding stated objectives and embracing continuous improvement
  • Exercises sound Business Judgement, ensuring that efforts are on track with the Company’s goals
  • Operates with the mindset of Customer Obsession – by meeting or exceeding expectations to both internal and external customers
  • Takes Accountability by taking ownership and accepting responsibility for their conduct and contributions
  • Demonstrates a strong sense of urgency and accomplishes tasks with Speed and attention to detail
  • Cooperates, collaborates and contributes to shared goals with a strong sense of Teamwork
  • Conducts themselves with Honesty & Integrity and treats all members with Trust & Respect

Additional Requirements/Skills:  

  • Comply, understand, and support corporate safety initiatives to ensure a safe work environment
  • Ability and willingness to abide by Company’s Code of Conduct
Disclaimer: The listed qualifications and requirements for each position are intended as guidelines.  Mini-Circuits reserves the right to hire outside of these guidelines at Management’s discretion.
Mini-Circuits is an Equal Opportunity Employer and does not discriminate on the basis of actual or perceived age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, familial status, gender identity, gender dysphoria, pregnancy-related condition, and domestic violence victim status or protected class characteristic, or any other protected characteristic as established by federal or state law.

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