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Administrative Assistant

System One • Bay Point, CA • 6h ago

Job Title: Administrative Assistant

Location: Bay Point, CA

Work Schedule: Mon - Fri 8am - 5pm

Compensation: $25.00 - $29.00/hr

Type: Contract, Potential for extension or conversion to permanent

Requirements

Associate degree in a related field or equivalent professional experience.

3-5 years of administrative support experience, preferably supporting Director/Executive-level leaders in a fast-paced environment.

Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).

Experience with badge creation/access management systems.

Excellent written and verbal communication skills and strong interpersonal abilities.

Ability to multitask effectively while maintaining attention to detail.

Self-starter with exceptional organizational and time-management skills.

Demonstrated discretion, confidentiality, and professionalism.

Ability to stand for extended periods as needed.

Ability to lift up to 50 pounds occasionally (e.g., event setup, packages).

Preferred Skills

Experience in manufacturing, operations, or industrial environment.

Familiarity with procurement systems (e.g., Ariba, SAP).

Experience supporting cross-functional leadership teams.

Working knowledge of Lean or continuous improvement tools (e.g., 5S, kaizen).

Experience with expense and travel platforms (e.g., Concur).

Responsibilities

Administrative & Office Support

Execute administrative support tasks with minimal supervision, following established policies and procedures.

Serve as the primary point of contact for internal and external inquiries via phone, email, and in person; triage issues and determine urgency.

Manage the Site Director's calendar, appointments, correspondence, and paperwork to ensure accuracy and timeliness.

Organize and support meetings-including preparing agendas, taking accurate minutes, and proactively tracking action items.

Coordinate business travel arrangements and process travel expenses for site leadership and designated team members.

Perform general clerical duties such as filing, document preparation, data entry, and recordkeeping.

Provide front-office coverage including greeting visitors, coordinating check-in, and partnering with Security on access needs (including badge issuance).

Operational & Financial Support

Research, compile, and prepare reports, presentations, charts, and other documentation as needed.

Support departmental and project financial processes, including monitoring budget spend and preparing/approving requisitions and invoices.

Assist in managing department purchasing requests, vendor coordination, and cost tracking.

Coordinate site tours, audits, and leadership visits; ensure required materials and safety protocols are in place.

Event & Engagement Coordination

Plan and support internal/external business-critical events (e.g., town halls, kaizen/5S events, customer tours, trainings).

Coordinate itineraries, logistics, accommodations, registrations, catering, and onsite materials for events and visiting personnel.

Support employee engagement initiatives, volunteer activities, recognition programs, and site communications.

Site Logistics Support

Assist with receiving and shipping coordination to manage incoming and outgoing mail and packages.

Maintain office supplies inventory; oversee service requests for office equipment and meeting spaces.

Collaborate with Human Resources on onboarding (badges, workstation readiness, orientation schedules) and other people-related initiatives as needed.

Benefits

System One offers eligible employees health and welfare benefits coverage options, including medical, dental, vision, spending accounts, life insurance, voluntary plans, and participation in a 401(k) plan.

Ref: #558-Scientific

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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