Administrative Assistant

Firestorm•San Diego, CA

26d•$25 - $33•Onsite

About The Position

Firestorm is seeking an Administrative Assistant to serve as the primary point of contact for all individuals entering the facility, including visitors, vendors, contractors, and partners. This role is crucial for maintaining a secure environment, ensuring the facility operates smoothly, the lobby remains professional, and the team is well-supported. The position operates on an 8:30 AM – 4:30 PM shift at our San Diego headquarters.

Requirements

High school diploma, GED or equivalent
U.S. Citizenship required due to ITAR regulations
1+ years of experience in a front desk, receptionist, or administrative role
Strong interpersonal skills with a warm, professional demeanor
Experience following security and/or access control protocols with consistency and attention to detail
Organized and able to manage multiple tasks in a fast-paced environment
Experience with standard office tools including email, calendaring software, and basic office equipment

Nice To Haves

Associate or bachelor’s degree
Experience working in a defense, manufacturing, or security-conscious environment
Familiarity with visitor management systems or access control software
Experience managing shipping, receiving, or package coordination
Ability to work calmly and decisively under pressure or in sensitive situations

Responsibilities

Supports Front Desk & Visitor Management: Greets and assists visitors, verifies and reviews identification documents including government-issued IDs and passports prior to granting access, maintains visitor logs and badge procedures, and coordinates with internal teams regarding scheduled visitors and deliveries.
Maintains Building Security Procedures: Monitors front desk activity, escorts vendors, contractors, and guests throughout the facility as required, and escalates security concerns or unusual activity to the appropriate personnel promptly in accordance with company protocols.
Maintains Inventory & Facility Readiness: Monitors and orders office and break room supplies, ensures lobby and common areas remain clean and professional, and supports facility needs to maintain an organized and productive work environment.
Handles Office Tasks: Manages filing, assists with reporting and presentations needs, sets up meetings, reorders office supplies, and supports daily administrative functions to ensure the office operates efficiently.
Travel Coordination: Coordinates business travel arrangements for executives and employees, including flights, hotels, transportation, itineraries, and schedule changes while ensuring a smooth and efficient travel experience.
Supports Shipping and Receiving: Assists with daily shipping and receiving activities, including processing paperwork, managing incoming packages and deliveries, logging receipts, and coordinating distribution with Inventory and Operations teams to ensure timely delivery and accountability.
Real-Time Scheduling Support: Maintains scheduling calendars, books appointments, coordinates visitor schedules, and prevents conflicts to support operational efficiency and executive productivity.
Senior Management & Department Support: Provides comprehensive support to senior management and department heads, including but not limited to managing calendars, scheduling meetings, coordinating travel arrangements, and assisting with strategic scheduling priorities.
Assist with Company Events: Assist with organizing company events by coordinating catering, restaurant reservations, meetings, and internal gatherings to ensure seamless employee and guest experience.
Communicates Professionally: Maintains courteous and professional communication via phone, email, mail, and in-person interactions with employees, leadership, visitors, vendors, and external partners. Answers and directs incoming calls, inquiries, and requests in a timely manner.
Anticipates Needs: Proactively identifies and addresses the needs of employees, visitors, and leadership to create a positive and efficient workplace experience.
Performs Additional Administrative Duties: Assists with special projects, operational support tasks, and other responsibilities as directed by management.

Benefits

Comprehensive medical, dental, and visions plans
401(k) Retirement Savings Plan
Equity grants for new hires
Unlimited PTO
Extremely generous company holiday calendar, including a holiday hiatus in November & December.
Generous Parental Leave
Lifestyle Spending Account
FSA
DCFSA
HSA
Hospital Indemnity insurance
Critical Illness insurance
Accident insurance
Basic Life/AD&D, short-term and long-term disability insurance, 100% covered by Firestorm. Plus, the option to purchase additional life insurance for you and your family.
Mental Health Resources: free mental health resources 24/7 including therapy and more. Additional work-life services, such as free legal and financial support, are available.