Administrative Assistant

Job Description

Job Description

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.

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

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 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 Poway,CA.

This position is anticipated to close on Jun 24, 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.