Administrative Assistant - SBIR - India

The Alien Technology Transfer Group leads top-class innovators to success by converting visionary ideas into tangible realities. We do that by supporting companies with concrete growth ambitions by funding their product development through our Innovation Consulting Line; by designing, funding, and launching innovative companies through the timely transformation of high-potential concepts into profitable ventures with the support of our Venture Studio; and by delivering unparalleled talent hunting solutions for businesses of all sizes, startups, and SMEs, particularly through our Talent Hunting Line.

We are looking for a highly organized, proactive, and experienced Administrative Assistant to support our Administrative Business Unit. Ideally, you will be degree-educated, a self-starter, and thrive working under pressure. 


  • Proactively schedule and coordinate meetings involving senior-level internal and/or external participants and tracking attendance;

  • Inbox and calendar management: prioritizing emails and using initiative and responsibility to respond on the manager's behalf;

  • Gathering/preparation of briefing packs in advance of meetings; 

  • Taking meeting minutes;

  • Preparation of periodic reports;

  • Management of payments to suppliers and employees;

  • Ensuring compliance of transactions with accounting principles;

  • Understanding of invoices and contract terms;

  • Client profiling;

  • Check Eligibility Forms ensuring that Clients are eligible for SBIR/STTR Programs (as per guidelines provided);

  • Check the Registration Forms and information included (as per the guidelines provided);

  • Send the client an initial email: introducing yourself, explaining what registrations need to be done and what you need them to do;

  • SAM, eRA commons,,, registrations, and any other registration required by SBIR/STTR Programs;

  • Management and Control of the Mailbox;

  • Check credentials (Usernames/passwords) regularly;

  • Maintain SBIR registration files;

  • Call clients (as and when needed);

  • Call website helplines (as and when needed);

  • Final password check and preparation of proposal submissions for Project Managers;

  • Monitoring of submissions status and reporting to Project Managers;

  • Support the Alien Sbir Team and/or the Clients with registration-related issues.


  • Bachelor’s Degree; 

  • Fluency in English is a must; 

  • Minimum of 1 year of experience as an Administrative Assistant; 

  • Experience in customer services (dealing with clients);

  • Experience in coordinating international and complex logistic schedules; 

  • Accounting experience will be a plus. 

Please note: Due to the high volume of candidates we are unfortunately unable to provide individual feedback regarding the outcome of every application.