Administrative Assistant
Aston Carter, Poway, CA, United States
Administrative Assistant
This on-site Administrative Assistant role in Poway, CA provides comprehensive office administration support to executive leadership, finance, and quality teams within an innovative aerospace and defense small business focused on composite structures and assemblies. You will manage front desk operations, coordinate office activities, support document control, and assist with day-to-day administrative tasks that help the organization run smoothly and present a professional environment to employees, visitors, and partners.
Responsibilities
Support executive leadership, finance, and quality teams with daily administrative tasks and office coordination.
Manage front desk operations, including greeting visitors, answering phones, and maintaining a professional and welcoming reception area.
Handle incoming and outgoing mail and coordinate use and scheduling of conference rooms.
Order and restock snacks and drinks for meetings and maintain an organized and professional meeting environment.
Coordinate shipping and receiving activities, ensuring required paperwork is completed accurately for shipment orders.
Update and maintain accurate information in Excel spreadsheets related to shipments, receipts, and other office data.
Perform receipt reconciliation, including collecting, reviewing, and clearing receipts on the company card.
Restock and manage office supplies to ensure all teams have the materials they need.
Scan, file, and organize work orders and other paper documents, maintaining clear and accessible document control systems.
Support document review, scanning, filing, and document control processes for quality and operational needs.
Assist with planning and coordinating company events, such as holiday parties and annual meetings, including finalizing payments and logistics.
Provide general administrative and clerical support across the company of approximately 50 employees, adapting to a variety of needs in a dynamic, growth-oriented environment.
Help maintain an organized, presentable, and positive office environment that reflects a professional company image.
Essential Skills
12 years of administrative assistance or office support experience preferred, with openness to candidates with strong foundational skills and a willingness to learn.
Proficiency with Excel for data entry, data review, basic filtering, and formatting (PivotTables and VLOOKUP are not required).
Comfort working with current technology and office software, with no significant gaps in recent technology use.
Experience with shipping and receiving processes, including understanding required paperwork and updating records accurately.
Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain accurate records.
Ability to support front desk operations, including reception, phone handling, and visitor coordination.
Clear written and verbal communication skills to interact effectively with executives, team members, and visitors.
Ability to maintain a professional, presentable, and positive demeanor in a visible front desk role.
Reliability and accountability in an on-site role with set core hours.
Additional Skills & Qualifications
Experience with QuickBooks or similar accounting software.
Event planning experience, such as organizing holiday parties or company meetings.
Experience in an aerospace, defense, or manufacturing environment is beneficial.
Familiarity with document control processes and quality-related documentation.
Ability to thrive in a small, growth-oriented, start-up-style environment and comfortably wear multiple hats.
Strong clerical skills, including filing, scanning, and organizing both digital and paper records.
Customer service mindset and willingness to support colleagues across all departments.
Job Type & Location
This is a Contract 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 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 Poway,CA.
Application Deadline
This position is anticipated to close on May 4, 2026.
This on-site Administrative Assistant role in Poway, CA provides comprehensive office administration support to executive leadership, finance, and quality teams within an innovative aerospace and defense small business focused on composite structures and assemblies. You will manage front desk operations, coordinate office activities, support document control, and assist with day-to-day administrative tasks that help the organization run smoothly and present a professional environment to employees, visitors, and partners.
Responsibilities
Support executive leadership, finance, and quality teams with daily administrative tasks and office coordination.
Manage front desk operations, including greeting visitors, answering phones, and maintaining a professional and welcoming reception area.
Handle incoming and outgoing mail and coordinate use and scheduling of conference rooms.
Order and restock snacks and drinks for meetings and maintain an organized and professional meeting environment.
Coordinate shipping and receiving activities, ensuring required paperwork is completed accurately for shipment orders.
Update and maintain accurate information in Excel spreadsheets related to shipments, receipts, and other office data.
Perform receipt reconciliation, including collecting, reviewing, and clearing receipts on the company card.
Restock and manage office supplies to ensure all teams have the materials they need.
Scan, file, and organize work orders and other paper documents, maintaining clear and accessible document control systems.
Support document review, scanning, filing, and document control processes for quality and operational needs.
Assist with planning and coordinating company events, such as holiday parties and annual meetings, including finalizing payments and logistics.
Provide general administrative and clerical support across the company of approximately 50 employees, adapting to a variety of needs in a dynamic, growth-oriented environment.
Help maintain an organized, presentable, and positive office environment that reflects a professional company image.
Essential Skills
12 years of administrative assistance or office support experience preferred, with openness to candidates with strong foundational skills and a willingness to learn.
Proficiency with Excel for data entry, data review, basic filtering, and formatting (PivotTables and VLOOKUP are not required).
Comfort working with current technology and office software, with no significant gaps in recent technology use.
Experience with shipping and receiving processes, including understanding required paperwork and updating records accurately.
Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain accurate records.
Ability to support front desk operations, including reception, phone handling, and visitor coordination.
Clear written and verbal communication skills to interact effectively with executives, team members, and visitors.
Ability to maintain a professional, presentable, and positive demeanor in a visible front desk role.
Reliability and accountability in an on-site role with set core hours.
Additional Skills & Qualifications
Experience with QuickBooks or similar accounting software.
Event planning experience, such as organizing holiday parties or company meetings.
Experience in an aerospace, defense, or manufacturing environment is beneficial.
Familiarity with document control processes and quality-related documentation.
Ability to thrive in a small, growth-oriented, start-up-style environment and comfortably wear multiple hats.
Strong clerical skills, including filing, scanning, and organizing both digital and paper records.
Customer service mindset and willingness to support colleagues across all departments.
Job Type & Location
This is a Contract 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 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 Poway,CA.
Application Deadline
This position is anticipated to close on May 4, 2026.