Administrative Assistant

Voyager Technologies • San Diego, CA

3d • Onsite

About The Position

The Administrative Assistant is a fully onsite, business-wide support role reporting directly to the General Manager. The role provides administrative, front desk, facilities, onboarding, event, and document-support services to help employees, visitors, and business functions operate smoothly. It is a nonexempt, hourly position with no travel required; occasional overtime may be required.

The position supports incoming calls, mail, calendars, conference room scheduling, meetings, customer visits, and events. It assists with visitor access and front desk operations in coordination with Security, maintains office and lunchroom readiness, manages office supplies and equipment, and makes travel arrangements as requested. It also supports HR activities such as onboarding, interview scheduling, required training, and government surveys; administers document management and records; and coordinates employee engagement activities.

The role requires a high school diploma or equivalent, at least two years of relevant administrative or coordination experience, proficiency with Microsoft Office 365, strong organization and communication skills, appropriate handling of confidential information, and the ability to work onsite. The candidate must be a U.S. citizen and able to obtain and maintain the U.S. Government security clearance and access eligibility required for the position and applicable contract. The good-faith hourly pay range is $28–$34, depending on experience, skills, and location.

Requirements

• High school diploma or equivalent.
• Minimum two years of administrative, office, reception, or coordinator experience.
• Strong organization, attention to detail, and follow-through.
• Professional written and verbal communication skills.
• Ability to handle confidential information appropriately.
• Proficiency with Microsoft Office 365.
• Ability to work fully onsite and interact professionally with employees, visitors, and business partners.
• Ability to obtain and maintain the U.S. Government security clearance at the level required for the position and applicable government contract.
• Must be a U.S. citizen.
• Appropriate access eligibility and a need-to-know are required; clearance eligibility is determined by the U.S. Government.

Nice To Haves

• Three or more years of relevant administrative, office, reception, or coordinator experience.
• Experience supporting a general manager, leadership team, or multiple departments.
• Experience with visitor management or front-desk operations.
• Experience supporting employee onboarding or HR administration.
• Experience maintaining controlled documents, records, or quality-system documentation.
• Experience with purchasing, inventory, facilities, or vendor coordination.
• Experience in aerospace, defense, manufacturing, engineering, or another regulated environment.
• Familiarity with ERP, HRIS, document-control, or visitor-management systems.

Responsibilities

• Answer and transfer incoming phone calls.
• Sort, distribute, and send mail.
• Support maintenance of the company calendar.
• Coordinate conference room schedules and help prevent double bookings.
• Coordinate All Hands events, including venue, seating, and audio/visual setup.
• Coordinate customer visits, including meals and refreshments as authorized.
• Coordinate Principal Staff meetings and events for the General Manager.
• Coordinate with departments on administrative needs and assist employees as requested.
• Use AI tools, where appropriate, to create and update tracking tools and spreadsheets.
• Manage front desk coverage and visitor access in coordination with Security.
• Verify visitor identification, host visitors, and track visits to the facility.
• Maintain facility security and badging systems, as assigned.
• Monitor the readiness and supplies of lobby, conference rooms, kitchen, and lunchroom areas, coordinating with janitorial service as needed.
• Stock lunchrooms and help maintain an orderly workplace.
• Maintain inventory of office supplies and equipment, including cabinet upkeep.
• Purchase and order office supplies and equipment.
• Make travel arrangements as requested.
• Support the HR Business Partner as needed.
• Support new-hire onboarding activities.
• Coordinate with HR recruiters and outside agencies to schedule interviews.
• Help facilitate mandatory training required for government compliance.
• Complete and file government surveys and census reports.
• Administer the document management platform.
• Maintain and organize documents and records in accordance with established practices.
• Send and file Non-Disclosure Agreements and related records.
• Order lunches and dinners for customer meetings.
• Organize lunch-and-learn sessions.
• Coordinate recognition of holidays and work anniversaries.
• Plan and organize special events.
• Provide additional administrative support as assigned by the General Manager.

Benefits

• Flexible Time Off (FTO).
• Comprehensive medical, dental, and vision coverage for employees and their families, with a significant portion of premiums covered by the company and many benefits paid at 100% for employees.
• Flexible, affordable gym memberships with access to more than 12,700 nationwide options.
• Free on-demand workout videos before gym membership enrollment.
• 401(k) retirement plan with a 50% company match on contributions up to 8%.
• Company wellness programs supporting physical and mental well-being.
• Additional voluntary benefits and employee support resources.
• Opportunity to work alongside a highly talented team in an innovative, mission-driven environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED