Operations Coordinator II

• Supporting advanced R&D group, investing AI and Robot technologies. A lot of research, publications, patents etc.
• Current group is about 15 full time members, will likely double – we have someone that's leaving soon, and need to backfill asap .
• Potential extension(s) – conversion unlikely in this seat.
• Seeking someone to support from administrative perspective – mostly as an organizational assistant. Bachelors preferred, open to Associates.
• Administrative support with internal systems, purchasing, logistics, logging things into administrative systems. Will also take notes for meetings, as a program coordinator. Strong communication skills is paramount. Experience supporting technical R&D folks - engineers or scientists, would be terrific.
• Tools – MS Office, Word, MS Teams, SharePoint, Confluence etc.
• Typical 9 to 5 or 10 to 6pm
• Korean bi-lingual is preferred, but not required - Prefer someone already local given timeline, but could consider someone that can move quickly.
• Prefer onsite meeting for 2 nd , but can be flexible.

• Help orchestrate efficient meetings by requesting agenda items, taking meeting notes and minutes, sending reminders internally and externally for follow-up issues, and preparing meeting materials.
• Track milestones and metrics for internal and external deliverables. Help maintain project schedules by working closely with team members, partners, and vendors to communicate requirements using multiple tools (e.g., email, file sharing, Confluence, Jira).
• Organize diverse sources of information into coherent, accessible, and authoritative documentation to standardize business procedures and reporting protocols.
• Assemble information from lab documents into reports.
• Work with cross-functional teams, including the Lab leader, RIL team members, external partners, vendors, administrative staff, and facilities staff, gathering requirements, providing updates, managing expectations, and addressing concerns.

• Provide daily administrative support to leadership, including managing complex calendars, email communications, calls, and travel arrangements.
• Coordinate scheduling across internal and external stakeholders.
• Prepare meeting and workshop logistics, including agendas, confirmations, welcome packets, final documentation, name badges, and signage.

• Oversee general office operations, including ordering supplies, facilities coordination, and shipping/receiving.
• Assist in planning and coordinating office events.
• Support onboarding for new hires (e.g., ordering equipment, desk setup, business materials).
• Respond to ad hoc requests from leadership and team members.

• 3+ years of experience with tracking and organizing complex, multi-stakeholder projects and/or administrative operations support
• Ability to initiate and organize projects, gather resources, adapt to changes, and document program progression in detail to increase focus, follow-through, and clarity across teams
• Strong written and oral English language skills including courteous email communication
• Ability to earn trust and work across diverse groups
• Ability to quickly grasp technical concepts under pressure and manage multiple priorities simultaneously
• Experience with Microsoft Office (Excel, Word, Sharepoint, Teams, Outlook), Slack, Box, Confluence, GitHub, and Jira
• Strong organizational and time management skills with attention to detail
• Ability to handle confidential information with discretion
• Ability to multi-task effectively in a fast-paced environment
• Strong customer service and problem-solving mindset

Preferred Qualifications:

• Educational background in an engineering or science discipline
• Experience in high-tech, media, or research environment
• Prior experience supporting executives or senior leadership
• Korean Bilingual

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