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 QuickBooks 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 QuickBooks 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…