Overview
Administrative Assistant Jobs in Poway, USA at Aston Carter
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 Quick Books 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 Quick Books 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 of employment. Benefits are subject to change…
Title: Administrative Assistant
Company: Aston Carter
Location: Poway, USA
Category:
