Administrative Assistant

Job Title: Administrative AssistantLocation: Mesa, Arizona | Department: Operations / HQ Administration | Reports to: Chief of StaffAre you ready to keep our HQ running smoothly, support executive leadership, and makea tangible impact on the daily operations of a growing tech company?At Iveda, we’re seeking a proactive, organized, and collaborative Administrative Assistant tosupport our CEO and Chief of Staff while managing our HQ office. This is a dynamic role forsomeone who enjoys balancing hands-on office management with executive support,streamlining processes, and ensuring our team can operate at its highest level.Job Description:As an Administrative Assistant at Iveda HQ, you will be responsible for executing keyadministrative and operational tasks that ensure the office runs efficiently and that leadership iswell-supported. You will coordinate and manage day-to-day office operations, includingsupplies, vendor relationships, and workspace logistics, while providing timely and accurateadministrative support to the CEO and Chief of Staff.Your role includes preparing materials for meetings, tracking action items, managing calendars,and facilitating smooth communication across teams. You will take ownership of officeprocesses, identify opportunities for efficiency, and act as a reliable point of contact for internalstakeholders.About Iveda:Iveda (NASDAQ:IVDA) is the provider of global solutions for cloud-based, video AI searchand surveillance technologies that protect the people, places, and things that matter the most.Iveda operates at the forefront of digital transformation, offering IoT platforms with smartsensors and devices designed for use cases in public safety, security, elderly care, energyefficiency, and environmental preservation.Company CultureAt Iveda, culture is key. Our vision guides us, our mission drives our daily purpose, and ourvalues ground us.Our Vision Statement: Iveda is dedicated to simplifying everyday life one innovation at a time.Our Mission Statement: Iveda’s mission is to make technology accessible and straightforward,enable our customers to overcome challenges, seize opportunities, and achieve their goalseffectively.Our core values are the backbone of our business and guide our hiring process: we are ResultsOriented, Prompt, Transparent, Accountable, Aligned, and Resilient.Role Overview:The Administrative Assistant is a mid-level role that provides reliable, high-qualityadministrative and office management support to executive leadership while independentlyowning core HQ operations. This is not a junior position, nor is it an Executive Assistant role.The role is designed for someone who is confident operating autonomously, understands howleadership teams work, and can manage day-to-day priorities without constant direction. Theideal candidate is organized, proactive, discreet, and comfortable balancing executive supportwith hands-on office management in a fast-paced, evolving environment.This role requires critical thinking, strong judgment, excellent communication skills, and theability to manage competing priorities with professionalism and efficiency.Success in this role means:• CEO and COS are consistently supported with well-organized schedules, meetings, andfollow-through.• The HQ office operates smoothly without requiring leadership involvement in dailylogistics.• Office and administrative systems are dependable, documented, and improving over time.• The role demonstrates sound judgment, ownership, and reliability.• Team members experience the HQ office as organized, functional, and professionallyrun.• This role is ideal for someone who is analytical, creative, and passionate abouttechnology and user experience.Key Responsibilities:Provide high-quality administrative support to the CEO and Chief of Staff, including calendarmanagement, meeting preparation, and follow-up on action items.Coordinate and manage day-to-day HQ office operations, including supplies, vendorrelationships, facilities logistics, and workspace organization.Serve as a reliable point of contact for internal stakeholders, ensuring smooth communicationacross teams.Maintain, document, and improve office and administrative processes to enhance efficiency andconsistency.Proactively anticipate leadership and office needs, identifying opportunities to streamlineworkflows and reduce bottlenecks.Prepare and organize materials for meetings, presentations, and reports with attention to detailand accuracy.Manage competing priorities with minimal supervision, ensuring deadlines are met andoperations run seamlessly.Uphold confidentiality and exercise discretion when handling sensitive information.Support the overall functionality and professional appearance of the HQ office, ensuring apositive experience for staff and visitors.Required Skills (Cultural & Behavioral Fit)• Professional Backbone with Human WarmthBrings a calm, approachable, and positive presence to the office while maintaining clearboundaries, standards, and expectations. Pleasant to work with, but never a pushover.• Exceptional Judgment & Situational AwarenessPossesses strong instincts and discernment; able to recognize misalignment, avoidance, ordishonesty quickly and address issues appropriately without drama or escalation.• Office Stewardship & Guardian MentalityTakes personal ownership of the HQ environment—protecting company property, time,and people. Does not tolerate disrespect, misuse of resources, or unprofessional behavior.• Strong-Willed, Fair, and ConsistentDemonstrates firmness, follow-through, and consistency that earns natural respect frompeers across all levels. Holds standards evenly, regardless of role or tenure.• Role Model for Work Ethic & AccountabilityEmbodies “old-school” professionalism: punctual, reliable, prepared, and honest. Leadsby example for younger team members through integrity, transparency, and personalresponsibility.• Comfortable Speaking with AuthorityCommunicates confidently with executives, board members, and high-level partnersusing professional pleasantries paired with clarity, authority, and loyalty to Iveda’sinterests.• Discretion, Loyalty, and TrustworthinessHandles sensitive information with absolute discretion. Demonstrates loyalty toleadership and the company while maintaining fairness and professionalism with allemployees.• Conflict-Aware, Not Conflict-AvoidantWilling to address issues directly, respectfully, and promptly. Does not ignore problemsor allow small issues to become cultural or operational risks.• Culture Carrier & Standard SetterActively reinforces Iveda’s core values through daily behavior—results-oriented, prompt,transparent, accountable, aligned, and resilient—without needing enforcement fromleadership.• Emotional Intelligence with a No-Nonsense EdgeReads people well, understands motivations, and navigates personalities effectively,while remaining grounded in facts, expectations, and outcomes.Soft Skills:• CRITICAL THINKING• This role requires maturity, discernment, and the confidence to uphold standards withoutconstant direction.Success Metrics & Performance TrackingThe Administrative Assistant will be evaluated on:• Executive Support Effectiveness: Timeliness and accuracy in managing CEO and Chiefof Staff calendars, meeting preparation, and follow-up on action items.• Office Operations Management: Smooth, efficient HQ office operations, includingsupplies, vendor coordination, and workspace logistics.• Process Improvement: Identification and implementation of improvements inadministrative workflows and office systems.• Communication & Collaboration: Clarity, professionalism, and effectiveness ininternal communication with leadership, team members, and external partners.• Reliability & Ownership: Consistently proactive, solution-oriented approach; ability tomanage competing priorities independently.• Professionalism & Discretion: Maintenance of confidentiality and high professionalstandards in all interactions.Qualifications:• 3–5 years of experience in an administrative, senior administrative, or office managementrole.• Demonstrated ability to support senior leaders without functioning as a full ExecutiveAssistant.• Strong organizational and time-management skills with exceptional attention to detail.• Ability to manage competing priorities, deadlines, and shifting demands with minimalsupervision.• Professional written and verbal communication skills.• High level of discretion and trustworthiness.• Proficiency with Google Workspace and/or Microsoft Office (Calendar, Docs, Sheets,Email) and Monday.com.• Comfortable working independently while collaborating closely with leadership.Benefits:• Competitive Salary – Attractive compensation based on experience and performance.• Comprehensive Health & Dental Insurance – Coverage for employees to ensure well-being.• Paid Time Off & Holidays – Generous leave policies to provide time for rest andpersonal commitments.• Professional Development Opportunities – Access to training, leadership programs,and career growth initiatives.• Stock Options – Participate in company Stock Option PlanHow to Apply:Ready to take your career to the next level and make tangible impact on the daily operations?We want to hear from you! Apply now to join our dynamic team at Iveda and be part of ourmission to drive innovation and excellence in every project. Submit your resume and cover letterto careers@iveda.com