Administrative Coordinator - Nashua

Nashua, NH

In Your First Year You Will (What Success Looks Like)

First 90 Days – Learn, Support, and Get Organized

  • Support HR operations through interview scheduling, onboarding coordination, documentation management, and maintaining employee resources.
  • Assist executives with scheduling customer visits and updating web-based marketing materials.
  • Become familiar with Clear Align’s administrative systems, HR processes, and day-to-day office workflows.
  • Serve as a welcoming first point of contact for customers, visitors, and employees, helping create a positive and supportive environment.
  • Coordinate internal operational tasks such as vendor coordination, office systems, visitor logistics, and administrative process documentation.

By 6 Months – Operational Coordination

  • Partner with the HR to coordinate interviews and onboarding activities, organize HR documentation, and help maintain employee resources.
  • Coordinate executive schedules, internal meetings, and customer visits ensuring materials, logistics, and follow-up are handled professionally.
  • Help manage internal employee programs including engagement activities, recognition programs, and company events.
  • Maintain well-organized records including training documentation, safety materials, and administrative files.
  • Assist with maintaining marketing and website content updates including formatting materials, coordinating updates, and organizing marketing assets.
  • Recognize opportunities to streamline administrative processes and create simple Standard Operating Procedures (SOPs) that help the organization operate more efficiently.

By 12 Months – Trusted Administrative Partner

  • Serve as the primary administrative coordinator supporting HR initiatives, executive priorities, and key internal operations.
  • Ensure HR records, training materials, safety documentation, and administrative files are organized, accurate, and audit-ready.
  • Coordinate internal communications and support company initiatives including employee events, recruiting activities and marketing updates. 
  • Anticipate needs of executives and HR leadership, helping prepare materials, organize information, and ensure key initiatives stay on track.

How You Know You Are Winning

  • Executives and HR leaders trust you to coordinate details and keep priorities moving.
  • Employees experience a helpful, responsive, well-organized workplace.
  • Be recognized as a dependable team partner who builds strong working relationships and helps navigate challenges to keep work on track.
  • Meetings, events, and projects are well organized and executed efficiently, allowing teams to stay focused on their priorities.
  • Confidential information is handled professionally and discreetly.

 

Essential Duties & Responsibilities

Who You Are

  • Trustworthy with Confidential Information - You handle sensitive employee and company information with discretion and professionalism.
  • Technology Comfortable - You are comfortable working in Word, Excel, email systems, and basic website tools.
  • Flexible and Resourceful - You can shift between tasks—supporting HR, helping executives, coordinating office needs, or assisting with small marketing and communication projects.
  • Professional Presence - You present yourself professionally and confidently when interacting with executives, employees, visitors, and customers. You enjoy helping others and naturally create a welcoming and organized environment.
  • Positive Energy - You are someone people enjoy working with. You bring a helpful attitude, solve problems, and maintain a calm and organized approach even when things get busy.
  • Detail Champion - You notice details others miss. You double-check important information, keep documents organized, and ensure communications are clear and professional.
  • Natural Helper - You enjoy supporting others and take pride in being the person people rely on when something important needs to be organized, coordinated, or completed well.

Position Requirements

Qualifications

  • 3+ years of experience working in a professional environment where organization, attention to detail, reliability, and a strong service-oriented mindset were key to success in supporting customers, visitors, or employees.
  • Experience supporting HR administrative activities and maintaining organized documentation and internal materials.
  • Experience coordinating meetings or events, updating website content or formatting documents, and working effectively in a fast-paced professional environment.
  • Strong attention to detail and the ability to manage multiple requests while maintaining organization and follow-through.
  • Proficiency with standard business software, including Microsoft Word and Excel; experience with AI tools such as ChatGPT is a plus.
  • Ability to quickly learn and adapt to new systems, software, and administrative processes.
  • Strong communication skills and professional presence when interacting with employees, visitors, and leadership.
  • High integrity and proven ability to handle confidential information responsibly.

Why Clear Align

Clear Align builds advanced electro-optical systems that support critical missions across defense, aerospace, and security. Behind every great engineering team is an organized, responsive operation that helps people focus on doing their best work. In this role, you will help create that environment—supporting the people and systems that keep the company moving forward.

Clear Align is an Equal Opportunity Employer.