Job Title: Administrative Assistant
Job Description
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
1-2 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.
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.
