Administrative Assistant

Job Title: Administrative Assistant

Location: Mesa, Arizona |

Department: Operations / HQ Administration |

Reports to: Chief of Staff

Are you ready to keep our HQ running smoothly, support executive leadership, and make

a tangible impact on the daily operations of a growing tech company?

At Iveda, we’re seeking a proactive, organized, and collaborative Administrative Assistant to

support our CEO and Chief of Staff while managing our HQ office. This is a dynamic role for

someone who enjoys balancing hands-on office management with executive support,

streamlining processes, and ensuring our team can operate at its highest level.

As an Administrative Assistant at Iveda HQ, you will be responsible for executing key

administrative and operational tasks that ensure the office runs efficiently and that leadership is

well-supported. You will coordinate and manage day-to-day office operations, including

supplies, vendor relationships, and workspace logistics, while providing timely and accurate

administrative 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 office

processes, identify opportunities for efficiency, and act as a reliable point of contact for internal

stakeholders.

About Iveda

Iveda (NASDAQ:IVDA) is the provider of global solutions for cloud-based, video AI search

and 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 smart

sensors and devices designed for use cases in public safety, security, elderly care, energy

efficiency, and environmental preservation.

Company Culture

At Iveda, culture is key. Our vision guides us, our mission drives our daily purpose, and our

values 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 goals

effectively. Our core values are the backbone of our business and guide our hiring process: we are Results

Oriented, Prompt, Transparent, Accountable, Aligned, and Resilient.

Role Overview

The Administrative Assistant is a mid-level role that provides reliable, high-quality

administrative and office management support to executive leadership while independently

owning 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 how

leadership teams work, and can manage day-to-day priorities without constant direction. The

ideal candidate is organized, proactive, discreet, and comfortable balancing executive support

with hands-on office management in a fast-paced, evolving environment.

This role requires critical thinking, strong judgment, excellent communication skills, and the

ability to manage competing priorities with professionalism and efficiency.

Success in this role means

• CEO and COS are consistently supported with well-organized schedules, meetings, and

follow-through.

• The HQ office operates smoothly without requiring leadership involvement in daily

logistics.

• 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 professionally

run.

• This role is ideal for someone who is analytical, creative, and passionate about

technology and user experience.

Key Responsibilities

Provide high-quality administrative support to the CEO and Chief of Staff, including calendar

management, meeting preparation, and follow-up on action items.

Coordinate and manage day-to-day HQ office operations, including supplies, vendor

relationships, facilities logistics, and workspace organization.

Serve as a reliable point of contact for internal stakeholders, ensuring smooth communication

across teams.

Maintain, document, and improve office and administrative processes to enhance efficiency and

consistency.Proactively anticipate leadership and office needs, identifying opportunities to streamline

workflows and reduce bottlenecks.

Prepare and organize materials for meetings, presentations, and reports with attention to detail

and accuracy.

Manage competing priorities with minimal supervision, ensuring deadlines are met and

operations run seamlessly.

Uphold confidentiality and exercise discretion when handling sensitive information.

Support the overall functionality and professional appearance of the HQ office, ensuring a

positive experience for staff and visitors.

Required Skills (Cultural & Behavioral Fit)

• Professional Backbone with Human Warmth

Brings a calm, approachable, and positive presence to the office while maintaining clear

boundaries, standards, and expectations. Pleasant to work with, but never a pushover.

• Exceptional Judgment & Situational Awareness

Possesses strong instincts and discernment; able to recognize misalignment, avoidance, or

dishonesty quickly and address issues appropriately without drama or escalation.

• Office Stewardship & Guardian Mentality

Takes 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 Consistent

Demonstrates firmness, follow-through, and consistency that earns natural respect from

peers across all levels. Holds standards evenly, regardless of role or tenure.

• Role Model for Work Ethic & Accountability

Embodies “old-school” professionalism: punctual, reliable, prepared, and honest. Leads

by example for younger team members through integrity, transparency, and personal

responsibility.

• Comfortable Speaking with Authority

Communicates confidently with executives, board members, and high-level partners

using professional pleasantries paired with clarity, authority, and loyalty to Iveda’s

interests.

• Discretion, Loyalty, and Trustworthiness

Handles sensitive information with absolute discretion. Demonstrates loyalty to

leadership and the company while maintaining fairness and professionalism with all

employees.

• Conflict-Aware, Not Conflict-Avoidant

Willing to address issues directly, respectfully, and promptly. Does not ignore problems

or allow small issues to become cultural or operational risks.

• Culture Carrier & Standard Setter

Actively reinforces Iveda’s core values through daily behavior—results-oriented, prompt,transparent, accountable, aligned, and resilient—without needing enforcement from

leadership.

• Emotional Intelligence with a No-Nonsense Edge

Reads 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 without

constant direction.

Success Metrics & Performance Tracking

• Executive Support Effectiveness: Timeliness and accuracy in managing CEO and Chief

of Staff calendars, meeting preparation, and follow-up on action items.

• Office Operations Management: Smooth, efficient HQ office operations, including

supplies, vendor coordination, and workspace logistics.

• Process Improvement: Identification and implementation of improvements in

administrative workflows and office systems.

• Communication & Collaboration: Clarity, professionalism, and effectiveness in

internal communication with leadership, team members, and external partners.

• Reliability & Ownership: Consistently proactive, solution-oriented approach; ability to

manage competing priorities independently.

• Professionalism & Discretion: Maintenance of confidentiality and high professional

standards in all interactions.

Qualifications

• 3–5 years of experience in an administrative, senior administrative, or office management

role.

• Demonstrated ability to support senior leaders without functioning as a full Executive

Assistant.

• Strong organizational and time-management skills with exceptional attention to detail.

• Ability to manage competing priorities, deadlines, and shifting demands with minimal

supervision.

• 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 and

personal commitments.

• Professional Development Opportunities – Access to training, leadership programs,

and career growth initiatives.

• Stock Options – Participate in company Stock Option Plan

How 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 our

mission to drive innovation and excellence in every project. Submit your resume and cover letter

to ***email_hidden***