Join a growing federal contractor where your contributions will be visible, valued, and impactful. We are seeking a highly organized and proactive Administrative Assistant to become a trusted partner to the CEO and management team. In this multifaceted role, you will be involved in executive support, office administration, HR coordination, payroll preparation, financial administration, and company-wide operations. If you enjoy working independently, taking ownership of projects, and being at the center of a fast-paced organization, we'd love to hear from you.
The ideal candidate is a trusted professional who can manage multiple priorities, maintain confidentiality, communicate effectively with internal and external stakeholders, and provide administrative support across executive, human resources, payroll, finance, and office management functions. This position is focused on administrative, clerical, scheduling, records management, coordination, and office support activities- this is NOT an HR position. The role is intended to support management operations and organizational effectiveness through efficient administrative services and does not include substantial analytical, financial analysis, program management, or decision-making responsibilities.
Position Summary
The Administrative Assistant provides administrative and clerical support to company leadership and management personnel. This position is responsible for answering phones, coordinating schedules, preparing correspondence, maintaining records, supporting meetings, processing documentation, and performing a variety of office support functions that enable efficient daily operations. The role is primarily administrative in nature and does not involve significant analytical, financial, or strategic responsibilities. The Administrative Assistant serves as a reliable resource for management by ensuring organizational, administrative, and communication activities are completed accurately and on time.
Key Responsibilities
Executive and Management Support
- Provide day-to-day administrative support to management and leadership staff.
- Maintain calendars and schedule meetings, appointments, and conference calls.
- Coordinate meeting logistics, including invitations, agendas, and meeting materials.
- Prepare routine correspondence, memoranda, letters, and other business documents.
- Extract meeting notes from AI system and distribute minutes as directed.
- Track action items and follow up on administrative due dates.
- Maintain management files, records, and electronic documentation.
- Assist with travel arrangements and related administrative tasks.
Administrative Operations
- Perform general office administrative duties and provide support to multiple departments.
- Organize, maintain, and update electronic and paper filing systems.
- Receive, process, distribute, and track incoming and outgoing correspondence.
- Maintain office forms, templates, and administrative records.
- Order and maintain office supplies and equipment inventories.
- Assist with coordination of employee meetings, training sessions, and company events.
- Ensure administrative documents are properly filed and retained.
Communications Support
- Monitor shared email inboxes and distribute messages to appropriate personnel.
- Respond to routine inquiries and requests for information.
- Answer and direct telephone calls professionally.
- Coordinate communications between management, employees, customers, vendors, and external stakeholders.
- Maintain organized records of communications and correspondence.
Human Resources and Payroll Administrative Support
- Assist with onboarding documentation and employee record maintenance.
- Maintain personnel files and administrative HR records.
- Collect and organize timesheets and payroll-related documentation.
- Prepare payroll support documents for management review and processing.
- Track employee training, certifications, and required documentation.
- Assist with maintaining employee contact information and administrative records.
Financial and Contract Administrative Support
- Assist with preparation of routine invoices, forms, expense reports, and administrative documents.
- Maintain organized financial and contract files.
- Assist with document collection and filing for audits, reviews, and contract requirements.
- Support recordkeeping activities related to government contracts and company operations.
- Perform data entry and document management activities as assigned.
Records Management and Compliance Support
- Maintain accurate administrative records and documentation.
- Ensure documents are properly organized, filed, and retained.
- Assist with audit preparation and document retrieval.
- Handle sensitive and confidential information in accordance with company policies.
- Support compliance-related administrative activities as directed by management.
Required Qualifications
- High school diploma or equivalent required; Associate degree preferred.
- Minimum three (3) years of administrative support experience.
- Proficiency with Adobe/PDF, Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple administrative tasks and deadlines.
- Ability to maintain confidentiality and exercise discretion.
- Strong attention to detail and accuracy.
Key Competencies
- Professionalism and dependability
- Organization and attention to detail
- Customer service orientation
- Communication skills
- Confidentiality and discretion
- Time management
- Teamwork and collaboration
- Adaptability and flexibility
Preferred Qualifications
- Experience working for a federal contractor or government contracting organization.
Work Environment
This is a hybrid position requiring a combination of remote work and in-office presence. The successful candidate must be able to effectively manage responsibilities in both environments and attend onsite meetings as required. You will be provided a company issued phone & laptop + internet stipend.
For highly qualified candidates, full remote work may be considered. Candidates must maintain a professional home office environment, reliable internet connectivity, and be available during established business hours. Employees working remotely are expected to maintain a professional appearance and participate in video meetings with their camera enabled during business-related calls and meetings. Employees are generally expected to participate in virtual meetings with their camera enabled to support effective communication and collaboration. Reasonable exceptions may be granted as required by law or approved by management. Occasional travel to company offices, meetings, training events, or customer locations may be required.
Note: The duties and responsibilities described above are intended to provide an overview of the position and are not intended to be an exhaustive list of all tasks, responsibilities, or qualifications required. Duties may be modified, expanded, or assigned as business needs evolve. Employees may be required to perform other job-related duties as assigned by management.
Additional Requirements or Qualifications:
Telework Compliance: Employees approved for remote work arrangements must adhere to the Company's Telework Policy, including requirements related to work hours, communications, information security, confidentiality, equipment use, and performance standards. Employees are generally expected to participate in virtual meetings with their camera enabled to support effective communication and collaboration. Reasonable exceptions may be granted as required by law or approved by management
Benefits: Medical, dental, vision, paid time off, paid holidays, 401k + matching, and professional development opportunities.
Schedule: Generally Monday through Friday, 7:00 a.m. to 3:30 p.m. (flexible), totaling 40 hours per week. Occasional evening or weekend work may be required. All hours worked will be recorded and compensated in accordance with applicable federal and state wage and hour laws. This position is classified as non-exempt and is eligible for overtime in accordance with applicable federal and state laws.
Location: Hybrid (Office and Remote) | Full Remote Considered for the Right Candidate
Disclaimer: This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Responsibilities may change at any time, with or without notice, to meet organizational, contractual, and operational requirements. Additional duties may be assigned by the CEO or management team as needed.
Conditions of Employment
- Employment is contingent upon verification of identity and authorization to work in the United States.
- Employment is contingent upon successful completion of a background investigation and pre-employment drug screening, as permitted by applicable law.
- Employee must comply with all company policies, including security, confidentiality, and telework requirements.
Equal Opportunity Employer
We are an Equal Opportunity Employer and consider qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other status protected by law.
Pay: $25.58 - $32.65 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Camarillo, CA 93012
