Executive Administrative Assistant

Job Description

Job Description

Job Summary

The Administrative Assistant provides comprehensive administrative and clerical support to the plant operations team in a fast-paced manufacturing environment. This role ensures efficient office operations, supports production coordination and order processing, maintains documentation, and facilitates communication between departments, vendors, and customers.

• Provide general administrative support to plant leadership and department teams
• Manage calendars, schedule meetings, and coordinate appointments
• Prepare reports, memos, and correspondence
• Maintain accurate filing systems (electronic and paper)

• Process customer orders accurately in ERP or order management systems
• Review orders for completeness, pricing, and delivery requirements
• Coordinate with production, inventory, and shipping teams to ensure timely fulfillment
• Communicate order status, delays, and updates to internal teams and customers
• Maintain order records, customer files, and transaction documentation
• Assist with invoicing, order adjustments, and returns processing
• Support customer inquiries related to order status, availability, and lead times

• Assist with production data entry, tracking, and reporting
• Maintain production schedules, logs, and records
• Support inventory documentation and materials tracking
• Help coordinate staffing schedules, timekeeping, and attendance records

• Maintain and organize manufacturing documents (SOPs, work instructions, safety records)
• Ensure documentation accuracy and compliance with company policies and regulatory requirements
• Assist with audit preparation and document control processes

• Serve as a point of contact between departments (production, quality, HR, procurement, etc.)
• Coordinate meetings, prepare agendas, and record minutes
• Communicate updates related to operations, safety, and plant activities

• Manage office supplies and ordering
• Handle incoming calls, emails, and correspondence
• Support onboarding logistics for new employees (badges, paperwork, orientation materials)

Education & Experience

• High school diploma or equivalent required; Associate’s degree preferred
• 3+ years of administrative or order processing experience, preferably in a manufacturing or industrial setting

• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (Excel, Word, Outlook; PowerPoint a plus)
• Experience with ERP/order management systems (SAP, Oracle, NetSuite, etc.) preferred
• Excellent written and verbal communication skills
• Attention to detail and accuracy
• Ability to work in a fast-paced, deadline-driven environment
• Strong customer service and problem-solving skills

Job Type & Location

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

The pay range for this position is $29.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Pasadena,CA.

This position is anticipated to close on Jun 5, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.