Administrative Assistant

Aston Carter•Irvine, CA

10h•$25 - $28•Onsite

About The Position

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.

Requirements

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.
Professional demeanor as the representative of the company.

Nice To Haves

Any payroll experience is a plus.
ERP experience is advantageous, especially with systems like Netsuite.
Spanish communication skills are preferred but not required.

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.