Job Description
Job Description
We are seeking a highly organized and driven Business Administration Associate to support core administrative and business functions. This is a high-responsibility, growth-oriented role that will directly support company leadership with opportunity for accelerated growth and responsibility within our business operations leadership track. With Vigilance, you’ll help build internal policies, processes, and procedures and ensure the smooth operation of a small but quickly-moving technology company. We are a small, start-up venture and you’ll initially be asked to serve a broad span of roles. You will be assigned critical administrative tasks supporting our business operations while being afforded accelerated opportunities to expand into more focused leadership roles as we grow and build out our capacity.
Key Responsibilities
1. Financial & Administrative Operations
· Manage employee timekeeping, payroll, and expense reimbursements
· Track budgets and expenditures across active technical programs and projects
· Oversee accounts payable, invoicing, and vendor payment workflows
· Interface between executive team and business service providers (e.g. accounting, legal, IT, etc.)
· General administrative tasking
2. Program Coordination & Reporting
· Consolidate weekly team inputs; draft and distribute internal company summary reports
· Draft, format, and maintain monthly technical reports and deliverables
· Develop and maintain internal documentation and reporting templates
· Organize and maintain digital files, reports, and contract documentation
3. Compliance & Internal Controls
· Support contract and regulatory compliance efforts, including training in federal acquisition and cybersecurity requirements
· Assist with preparation for audits, certifications, and government reporting
4. Talent & Workforce Operations
· Coordinate recruiting logistics and candidate communications
· Support onboarding/offboarding, maintain employee records, and help develop HR programs including employee handbooks and benefits administration
5. Facilities & Vendor Management
· Liaise with property managers and service providers
· Manufacturing facility requirements development
6. Communications & Outreach
· Support content crafting for social media and monitoring inbound inquiries
· Coordinate with leadership on messaging and content for digital outreach
7. Executive Support
· Support business development, fundraising, and special projects as assigned
· Maintain task trackers, schedule meetings, and assist with company-wide initiatives
8. Growth Opportunities
· Supporting strategic hiring programs and managing recruiting pipelines
· Developing funding and teaming research operations
· Tracking and coordinating proposal timelines and submission requirements
· Developing internal dashboards for program, budget, and labor tracking
· Create corporate compliance documentation and calendars
· Identify AI/automation opportunities supporting business operations
· Draft long-range strategic planning and market analysis
Required Qualifications
· U.S. Citizen
· Bachelor’s degree or equivalent work experience in program administration, business, project management, or a technical discipline
· Strong organizational and time-management skills
· Experience with spreadsheets, task tracking tools (e.g., Excel, Microsoft Project, or similar)
· Superior communication skills — written and verbal
· Excels working independently with periodic guidance
Preferred Qualifications
· Familiarity with DoD contracting and program management workflows
· Experience supporting a technical team or startup environment
· Ability to read and interpret contract documents
· Exposure to or interest in defense-related technology fields
· Comfortable working with sensitive or confidential materials
Work Environment
· Flexible, hybrid work environment with expectation of some on-site availability for coordination
· Opportunities to quickly grow into a more senior role as candidate excels and company scales
· Collaborative team committed to agility, integrity, and national defense impact
Company DescriptionVigilance Engineering is an advanced materials technology and manufacturing company delivering multifunctional composite solutions to the defense sector. We specialize in the development and production of novel fiber-reinforced structures, with a focus on emerging low-cost, scalable manufacturing techniques. As a growing, visionary startup, we offer high-responsibility roles, fast advancement opportunities, and deep technical exposure.
Company Description
Vigilance Engineering is an advanced materials technology and manufacturing company delivering multifunctional composite solutions to the defense sector. We specialize in the development and production of novel fiber-reinforced structures, with a focus on emerging low-cost, scalable manufacturing techniques. As a growing, visionary startup, we offer high-responsibility roles, fast advancement opportunities, and deep technical exposure.