Administrative Assistant

Job Title:

Administrative Assistant

Job Description

This on-site Administrative Assistant role supports office management, executive leadership, finance, and quality teams within a growing aerospace and defense small business specializing in composite structures and assemblies. The position focuses on front desk operations, office administration, and document control while contributing to a professional, organized, and welcoming environment. The Administrative Assistant plays a key role in coordinating daily office activities, supporting company events, and ensuring accurate documentation to help the organization operate smoothly and efficiently.

Responsibilities

+ Serve as the primary front desk and office administrator, greeting visitors, answering phones, and maintaining a professional and organized reception area.

+ Support the President, executive leadership, finance team, and quality team with administrative tasks, scheduling, and general office coordination.

+ Handle daily mail, including sorting, distributing, and preparing outgoing correspondence.

+ Manage conference room scheduling, setup, and readiness for meetings, ensuring required materials, snacks, and drinks are available.

+ Coordinate shipping and receiving activities, including preparing shipment paperwork, ensuring required documentation is complete, and updating records accurately.

+ Maintain and update Excel spreadsheets with accurate data entry and data review, including filtering and formatting information as needed.

+ Support document control activities by scanning, filing, organizing, and maintaining both physical and digital records in an orderly and accessible manner.

+ Reconcile receipts and clear charges on company credit cards, ensuring accurate tracking and documentation of expenses.

+ Monitor and restock office supplies to ensure the office remains fully equipped and functional.

+ Process and document work orders on paper, ensuring they are scanned, filed, and tracked appropriately.

+ Plan and coordinate company events, such as the holiday party and annual meetings, including budget tracking, vendor coordination, payment finalization, and organizing event gifts.

+ Provide customer service and general administrative support to employees across the company, supporting a team of approximately 50 people.

+ Act as a flexible resource who can take initiative, wear multiple hats, and assist with various administrative and clerical tasks as needs arise.

+ Use Quick Books for basic administrative and support tasks as directed by the finance team.

+ Maintain a positive, presentable, and accountable presence in the office, contributing to an engaging and professional work environment.

Essential Skills

+ 1-2 years of administrative assistance, office administration, or related experience preferred, with openness to entry-level candidates who demonstrate strong initiative.

+ Proficiency with Excel for data entry, data review, and basic formatting, including filtering and organizing information.

+ Comfort working with current technology and office software, with no significant gaps in recent technology use.

+

Experience with general administrative support, including filing, scanning, scheduling, and document handling.

+ Customer service experience in an office or front desk environment.

+ Ability to manage receipts, reconcile expenses, and support basic financial tracking tasks.

+ Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.

+ Effective written and verbal communication skills suitable for interacting with executives, colleagues, and visitors.

+ Demonstrated ability to take initiative, work independently when needed, and follow through on tasks without extensive supervision.

+ Professional, presentable demeanor with a positive and accountable attitude.

Additional

Skills & Qualifications

+

Experience with Quick Books or similar accounting software for basic administrative support.

+ Event planning experience, including budgeting, spreadsheet tracking, coordinating vendors, and organizing event gifts.

+ Experience supporting executives, such as a CEO or President, in an executive assistant or similar capacity.

+ Prior experience in a small business or start-up environment where flexibility and multitasking are essential.

+ Familiarity with shipping and receiving processes, including understanding required paperwork and documentation.

+ Exposure to quality or document control processes, particularly in a manufacturing or technical environment.

+ Interest in or exposure to aerospace, defense, or manufacturing industries.

+ Creativity and a proactive mindset, with the ability to propose ideas and improve office processes.

Job Type & Location

This is a Contract to Hire position based out of Poway, CA.

Pay and Benefits

The pay range for this position is $20.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change…