Executive Administrative Assistant

Administrative Assistant

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.

Administrative Support

• 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)

Order Processing & Customer Support

• 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

Operations & Production Support

• 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

Documentation & Compliance

• 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

Communication & Coordination

• 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

Office Management

• 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

Skills & Competencies

• 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.

Pay and Benefits

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)

Workplace Type

This is a fully onsite position in Pasadena, CA.

Application Deadline

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