Administrative Specialist

We are looking for an administrative partner who understands AI tools, coordinates efficiently, and brings a builder’s mindset—not a conventional back-office operator.

You will help run the company and its research environment while using digital and AI systems to create an efficient, thoughtful workplace for a high-performing scientific and engineering team.

What You Will Do

• AI-enabled operations: Introduce large models and automated workflows for meeting notes, policy Q&A, and data analysis; help improve collaboration and low-code systems across assets and financial approvals.

• Workspace and asset management: Maintain a safe office environment and own the lifecycle of office equipment, R&D computers, scientific hardware, and supplies.

• Cost and vendor management: Source, evaluate, compare, and negotiate with vendors; maintain accurate records and control operating costs.

• Culture and employee experience: Run reception, deliveries, refreshments, benefits, team activities, and company events designed for a research-driven team.

• Systems and coordination: Help establish early-stage administrative policies and SOPs, and coordinate company meetings, visitors, and logistics.

Who You Are

• Bachelor’s degree or above, with one to three years of administrative experience; technology, internet, research institute, or startup experience is preferred. Strong internship candidates are welcome.

• Comfortable with mainstream AI tools such as ChatGPT and DeepSeek; experience with Feishu/Lark Base, low-code tools, RPA, or automation is a plus.

• Strong execution, coordination, communication, and resilience in a fast-moving, multi-task environment.

• Careful, accountable, observant, service-minded, and able to solve unexpected problems.

What We Value

• You actively automate repetitive administrative work rather than accepting inefficient processes.

• You find a way to resolve urgent equipment, environment, or coordination problems instead of hiding behind process.

• You understand how scientists and engineers work and support them with sincerity, precision, and speed.

Bonus Points

• Basic IT and network troubleshooting skills.

• Experience independently running major events, annual meetings, or academic workshops.

• Strong administrative writing and communications skills.

• Experience helping build an administrative system from zero to one.

Application materials: Along with your résumé, tell us about one or two AI tools you use most often, or share a short case in which you improved an administrative workflow with technology.