Administrative Assistant

Aston Carter • Irvine, CA • 2h ago

Job Title: Administrative Assistant

Job Description

As an Administrative Assistant, you will be responsible for managing front desk operations, assisting IT and HR teams, and providing comprehensive administrative support across various departments. This role involves visitor management, scheduling, inventory coordination, and event support.

Responsibilities

Greet and check in all visitors, clients, and staff using the SINE system.

Prepare visitor badges and notify hosts via Teams upon visitor arrival.

Maintain a clean and welcoming reception area.

Assist IT team with creating IT user tickets and perform Netsuite data entry.

Serve as the point of contact for ad-hoc HR tasks due to time zone differences.

Assist with payroll, onboarding, and answer general benefits questions.

Answer and route incoming calls using Teams and the company phone system.

Manage meeting room reservations and assist with scheduling conflicts.

Prepare internal email announcements and coordinate monthly fridge cleaning.

Receive, sort, and distribute mail and packages.

Manage scheduling for the company apartment and company vehicle.

Maintain inventory and supplies within budget and order food and beverages.

Coordinate food orders for company events and ensure dietary restrictions are collected.

Support setup and cleanup during events, including washing dishes.

Maintain badge sticker inventory and support onsite teams with ad-hoc requests.

Essential Skills

5+ years of administration experience, such as office management or front desk roles.

2-3 years of HR experience, which can include basic HR tasks.

Proficiency in Microsoft Office, including basic Excel and Outlook.

Excellent customer service and communication skills.

Additional Skills & Qualifications

Any payroll experience is a plus.

ERP experience is advantageous, especially with systems like Netsuite.

Professional demeanor as the representative of the company.

Spanish communication skills are preferred but not required.

Work Environment

This role is based at the US headquarters of a medical device contract manufacturer, with a clean room @type setting attached to a research and development site. The office is quiet and friendly, with about 45 onsite employees and frequent visitors from Australia. This is a temporary position until the end of March, covering a leave of absence. The work schedule is a 4-10 arrangement from Monday to Thursday, with flexible hours as long as core hours of 8-5 are maintained. The position involves sitting in a cubicle outside the director of finance's office and greeting visitors at the front desk.

Job Type & Location

This is a Contract position based out of Irvine, CA.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/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 Irvine,CA.

Application Deadline

This position is anticipated to close on Jan 22, 2026.

About Aston Carter:

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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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