Administrative Assistant

Keysight Technologies, Inc.•Colorado Springs, CO

1d•Onsite

About The Position

This is a critical execution role responsible for driving cross-functional initiatives, maintaining operational rigor, and ensuring timely delivery of high-impact programs. This role partners closely with marketing, sales, engineering, product management, and leadership to ensure program success. The ideal candidate is highly organized, execution-focused, and comfortable operating in fast-moving, ambiguous environments while maintaining attention to detail and accountability.

Requirements

5+ years of experience supporting executives, senior leaders, or technical teams in an administrative, operations, or coordination role.
Proven experience managing complex domestic and international travel logistics for senior leaders or teams.
Strong experience managing calendars, executive meetings, and cross-functional coordination.
Exceptional organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.
Strong written and verbal communication skills with a high degree of professionalism.
Demonstrated ability to handle confidential information with discretion and sound judgment.

Nice To Haves

Experience supporting procurement workflows, vendor coordination, inventory management, and/or CAPEX administration preferred.
Experience supporting engineering, product, hardware, or other technical organizations is strongly preferred.

Responsibilities

Coordinate the ordering of specialized hardware, lab equipment, office supplies, and other operational materials.
Track purchase orders, lead times, and delivery schedules to ensure materials arrive on time and are routed to the appropriate internal teams.
Manage vendor communications and maintain strong working relationships with suppliers.
Support inventory tracking and ensure teams have the resources needed to operate efficiently.
Manage the end-to-end Capital Expenditure (CAPEX) approval process.
Ensure all business justifications and required documentation are completed and submitted accurately.
Track approval workflows and proactively follow up on pending requests to align with budget deadlines.
Partner with finance and operational stakeholders to ensure compliance with internal processes.
Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and itinerary planning.
Manage visa requirements and travel documentation for international trips.
Ensure all travel arrangements comply with corporate travel policies.
Prepare, review, and submit expense reports with a high level of accuracy.
Reconcile receipts, corporate card transactions, and reimbursement requests in a timely manner.
Review and route travel and expense submissions for broader team approval.
Proactively manage complex calendars and resolve scheduling conflicts.
Coordinate leadership meetings, staff meetings, quarterly business reviews, and technical reviews.
Prepare agendas, compile pre-read materials, and ensure leaders are prepared for meetings.
Capture meeting notes, document decisions, and track action items through completion.
Draft, edit, and proofread professional communications for internal and external audiences.
Support project tracking and help monitor deadlines across cross-functional initiatives involving Engineering, Sales, Marketing, and Operations teams.
Maintain organizational systems that improve team efficiency and visibility into priorities.
Coordinate logistics for team events, customer visits, and industry conferences such as DesignCon.
Provide operational support for special projects as needed.