Administrative Assistant

Firestorm’s hiring an Administrative Assistant who will be the first point of contact for everyone who walks through our doors: visitors, vendors, contractors, and partners. You will play a critical part in a security-conscious role that keeps our facility running smoothly, our lobby professional, and our team supported. You will work the 8:30 AM – 4:30 PM shift onsite at our San Diego headquarters. What You’ll Do Supports Front Desk & Visitor Management: Greets and assists visitors, verifies and reviews identification documents including government-issued IDs and passports prior to granting access, maintains visitor logs and badge procedures, and coordinates with internal teams regarding scheduled visitors and deliveries. Maintains Building Security Procedures: Monitors front desk activity, escorts vendors, contractors, and guests throughout the facility as required, and escalates security concerns or unusual activity to the appropriate personnel promptly in accordance with company protocols. Maintains Inventory & Facility Readiness: Monitors and orders office and break room supplies, ensures lobby and common areas remain clean and professional, and supports facility needs to maintain an organized and productive work environment. Handles Office Tasks: Manages filing, assists with reporting and presentation needs, sets up meetings, reorders office supplies, and supports daily administrative functions to ensure the office operates efficiently. Travel Coordination: Coordinates business travel arrangements for executives and employees, including flights, hotels, transportation, itineraries, and schedule changes while ensuring a smooth and efficient travel experience. Supports Shipping and Receiving: Assists with daily shipping and receiving activities, including processing paperwork, managing incoming packages and deliveries, logging receipts, and coordinating distribution with Inventory and Operations teams to ensure timely delivery and accountability. Real-Time Scheduling Support: Maintains scheduling calendars, books appointments, coordinates visitor schedules, and prevents conflicts to support operational efficiency and executive productivity. Senior Management & Department Support: Provides comprehensive support to senior management and department heads, including but not limited to managing calendars, scheduling meetings, coordinating travel arrangements, and assisting with strategic scheduling priorities. Assist with Company Events: Assist with organizing company events by coordinating catering, restaurant reservations, meetings, and internal gatherings to ensure seamless employee and guest experience. Real-Time Scheduling Support: Maintains scheduling calendars for conference rooms, books appointments, assist with coordinating visitor schedules, and prevents conflicts to support operational efficiency and executive productivity. Communicates Professionally: Maintains courteous and professional communication via phone, email, mail, and in-person interactions with employees, leadership, visitors, vendors, and external partners. Answers and directs incoming calls, inquiries, and requests in a timely manner. Anticipates Needs: Proactively identifies and addresses the needs of employees, visitors, and leadership to create a positive and efficient workplace experience. Performs Additional Administrative Duties: Assists with special projects, operational support tasks, and other responsibilities as directed by management. Required Qualifications High school diploma, GED or equivalent; U.S. Citizenship required due to ITAR regulations; 1+ years of experience in a front desk, receptionist, or administrative role; Strong interpersonal skills with a warm, professional demeanor; Experience following security and/or access control protocols with consistency and attention to detail; Organized and able to manage multiple tasks in a fast-paced environment; Experience with standard office tools including email, calendaring software, and basic office equipment. Preferred Qualifications Associate or bachelor’s degree; Experience working in a defense, manufacturing, or security-conscious environment; Familiarity with visitor management systems or access control software; Experience managing shipping, receiving, or package coordination; Ability to work calmly and decisively under pressure or in sensitive situations. Work Environment Based onsite at our San Diego, CA. Headquarters; Reliable and punctual: this role operates on a fixed 8:30 AM – 5:00 PM schedule; We welcome candidates who are local, relocation assistance is not available for this position. This position typically operates in a standard office setting and manufacturing environment. This role requires use of standard office equipment and may involve exposure to loud noise, heat, cold, dust, or chemicals (with PPE). The physical demands described here are representative of those that must be met to successfully perform the essential functions of the job. Ability to sit, stand, bend, reach, climb, and move about regularly throughout the day. Must have manual dexterity to operate standard office equipment. Compensation Compensation Range: $25-$33 / hour, commensurate with experience. The posted salary range reflects an estimate based on a variety of compensation factors, including but not limited to relevant experience, education, certifications, specialized skills, geographic location, and business needs. Actual compensation may vary, and this range is subject to change as our compensation structure or market conditions evolve. Benefits & Perks We offer comprehensive medical, dental, and vision plans; 401(k) Retirement Savings Plan to invest in your long-term retirement goals; Equity grants for new hires; Unlimited PTO; Extremely generous company holiday calendar, including a holiday hiatus in November and December; Generous Parental Leave; Lifestyle Spending Account; FSA; DCFSA; HSA; Hospital Indemnity insurance; Critical Illness insurance; Accident insurance; Basic Life/AD&D, short-term and long-term disability insurance, 100% covered by Firestorm. Plus, the option to purchase additional life insurance for you and your family. Mental Health Resources: We provide free mental health resources 24/7 including therapy and more. Additional work-life services, such as free legal and financial support, are available to you as well. Export Control Compliance To conform to U.S. government export control regulations, including the International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR), you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or otherwise eligible to obtain the required authorizations from the U.S. Department of State or U.S. Department of Commerce. Equal Opportunity Statement Firestorm is an equal opportunity employer, committed to creating a diverse and inclusive workplace, and upholding equitable hiring practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic under federal, state, or local law, including those with a criminal history, in a manner consistent with the requirements of applicable state and local laws, including the CA Fair Chance Initiative for Hiring Ordinance. We actively encourage members of recognized minorities, women, Veterans, and those with disabilities to apply, and we work to create a welcoming and supportive environment for all applicants throughout the interview process. Firestorm is committed to fostering an inclusive and accessible work environment. If you require accommodations or assistance during the application process, please don’t hesitate to reach out to us at View email address on click.appcast.io so we can provide the support you need. #J-18808-Ljbffr