Remote Administrative Aide Program Operations

JOB TITLE:

Administrative Aide

LOCATION:

Remote, CA (occasional onsite in Pomona, CA)

SCHEDULE:

Monday – Friday, 8:00 AM – 5:00 PM

DURATION: 12-Month Contract

PAY: 22 USD per hour

In this role, you will provide comprehensive administrative support to program teams, ensuring smooth day-to-day operations and coordination across activities.

Key responsibilities include:

• Supporting program operations, including:
  
  o Scheduling meetings and managing calendars
  
  o Coordinating meeting logistics and catering
  
  o Preparing agendas, taking notes, and tracking action items
• Preparing and maintaining documents, spreadsheets, and presentations
• Supporting data entry, reporting, and database management
• Assisting with basic research and information gathering
• Processing invoices, billings, and expense tracking
  
  Essential Duties and
  
  Job Functions:
• Coordinate and schedule meetings, including logistics, materials, and catering setup
• Prepare and distribute meeting agendas, notes, and follow-up action items
• Maintain and update databases, spreadsheets, and tracking systems with high accuracy
• Monitor and replenish office supplies to support daily operations
• Process invoices, billing, and expense reports, ensuring timely and accurate submission
• Assist with travel coordination, including hotel accommodations
• Screen and check in visitors, issue badges, and ensure compliance with security protocols
• Prepare reports and presentations using Microsoft Office tools
• Support continuous improvement by identifying opportunities to streamline administrative processes
• Ensure proper handling of sensitive and confidential information in compliance with company policies
• Provide general clerical and organizational support to program teams
  
  Knowledge &
  
  Skills:
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
• Experience with SharePoint and familiarity with Power BI dashboards
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• High attention to detail and accuracy in data management
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving skills and proactive mindset
• Ability to handle sensitive and confidential information with integrity
• Experience with administrative coordination, scheduling, and logistics
  
  Education & Experience:
• High School Diploma or equivalent required
• Previous experience in an administrative, coordinator, or support role preferred
• Experience supporting program operations or team-based environments preferred
• Experience with invoice processing and tracking systems is a plus
  
  Additional Requirements:
• Ability to lift up to ~10 lbs for meeting and catering setup
• Occasional onsite presence in Pomona, CA required
• Ability to follow security protocols and handle sensitive information responsibly

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