Overview
Administrative Assistant Jobs in Woburn, MA at Ultrasonium
Title: Administrative Assistant
Company: Ultrasonium
Location: Woburn, MA
About The Role
This role spans executive support, office and lab administration, procurement, HR support, and federal grant and contract administration. You will be a trusted operational partner to leadership, keeping the company running smoothly and ensuring we stay compliant and on track across an active and growing portfolio of government awards.
You might be a great fit if you…
- Are proactive and self-directed. You see what the team needs and get ahead of it.
- Thrive in a fast-moving environment. Priorities shift quickly at an early-stage startup, and you adapt without losing track of the details.
- Are a strong communicator. You interface with government agencies, vendors, external partners, and internal team members with clarity and professionalism.
- Care about the mission and want to be part of a team working on something genuinely new.
- Are highly organized and detail-oriented. You keep systems, records, and deadlines in order across competing demands.
Key responsibilities
- Own federal grant and contract administration across active awards and new applications, including registrations (SAM.gov, research.gov, SBIR.gov), reporting, invoicing, compliance tracking, and documentation for audit readiness.
- Support proposal preparation and submission for SBIR, STTR, and BAA solicitations; monitor new solicitation releases and flag relevant opportunities to leadership.
- Provide executive support to the founding team: calendar management, scheduling, travel, and correspondence.
- Manage procurement: obtain quotes, place orders, track deliveries, and reconcile invoices for lab supplies, equipment, and services.
- Support HR, onboarding, finance, and office operations as needed.
- Take on special projects as the company and funding portfolio grow.
Required Qualifications
- 2+ years of administrative, operations, or grants administration experience.
- Demonstrated experience or willingness to work with federal grant or contract administration (NSF, DOD, DOE, or similar agencies).
- Strong organizational and time management skills; able to track multiple awards and deadlines simultaneously.
- Strong written and verbal communication skills, including professional correspondence with government agencies and investors.
- Proficiency with standard productivity tools (Google Workspace, Microsoft Office, or equivalent).
- Ability to work on-site in Woburn, MA. Cambridge, MA office opening in August 2026.
Preferred Qualifications
- Direct experience with NSF SBIR/STTR or DOD/DOE SBIR programs.
- Familiarity with SAM.gov, research.gov, grants.gov, or equivalent federal systems.
- Familiarity with cost-reimbursable contract administration and invoicing.
- Background in bookkeeping or financial tracking tools (QuickBooks, Expensify, or similar).
- Prior experience at a startup, university research office, or government contractor.
- Genuine interest in deep technology, manufacturing, or science and engineering.
What we offer
- Y Combinator and NSF-backed startup with real traction.
- High-visibility role with direct access to and collaboration with the founding team.
- Potential for equity incentive based on contributions and performance.
- A low-bureaucracy, collaborative culture where your work has immediate and visible impact.
- Opportunity to grow scope and responsibilities as the company and funding portfolio scale.
- Flexible working arrangements and a culture that respects your time and autonomy.
Advanced metal additive manufacturing for aerospace, defense, and energy systems.
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