Administrative Assistant – Department Support

Position Overview

We are seeking a highly organized, detail-oriented Administrative Assistant to provide administrative and operational support to a department. This position is responsible for coordinating meetings, managing calendars, preparing presentations and correspondence, maintaining departmental records, and supporting daily office operations.

The ideal candidate will have strong organizational and communication skills, proficiency in Microsoft Office, and the ability to manage multiple priorities while maintaining confidentiality.

Position Details

• Location: 900 Watson Center Road, Carson, CA 90745

• Work Arrangement: On-site

• Employment Type: Contract Only

• Schedule: Monday – Friday, 8:00 AM – 4:30 PM

• Shift: 1st Shift

• Overtime: Not Required

• Experience Required: 1–2 Years of Related Experience

• Education Required: High School Diploma or GED

• Physical Requirement: Must Be Able to Lift at Least 30 lbs.

• Physical Examination: Not Required

• Interview Process: Interviews Required; ASAP

• ITAR Compliance: Required

Top 3 Required Skills

1. Attention to Detail: Ability to maintain accuracy when preparing documents, managing records, and completing administrative tasks.

2. Microsoft Office Proficiency: Strong working knowledge of Word, Excel, PowerPoint, and Outlook.

3. Organizational Skills: Ability to prioritize responsibilities, manage schedules, and coordinate multiple projects simultaneously.

Key Responsibilities

Administrative & Departmental Support

• Provide professional administrative and staff support while maintaining confidentiality.

• Compose, prepare, and distribute confidential correspondence, reports, documents, presentations, emails, and faxes.

• Review, sort, and route incoming and outgoing mail and correspondence.

• Prepare copies of correspondence and other printed materials as needed.

• Organize, maintain, and update departmental files and records.

• Maintain departmental supplies and place orders within established budgets and guidelines.

• Perform special projects and additional administrative assignments as requested.

Calendar Management & Meeting Coordination

• Manage departmental schedules and calendars, including independently scheduling appointments and conference calls.

• Create and distribute meeting invitations.

• Coordinate staff meetings, departmental meetings, and corporate meetings.

• Prepare meeting agendas and secure appropriate meeting facilities or locations.

• Attend meetings, record minutes, and distribute meeting documentation as needed.

• Coordinate meeting logistics to ensure meetings run efficiently.

Presentations & Microsoft Office Support

• Compile and prepare PowerPoint presentations for designated meetings.

• Attend meetings to set up, manage, and run PowerPoint presentations.

• Create, update, and maintain spreadsheets, contact lists, and departmental reports.

• Prepare professional documents, reports, and business correspondence using Microsoft Office applications.

Reporting, Research & Financial Administration

• Research and gather information from internal and external sources.

• Maintain accurate departmental reports and tracking documents.

• Prepare and process expense reports and check requests.

• Assist with administrative reporting and documentation requirements.

Required Qualifications

Education & Experience

• High school diploma or GED required.

• 1–2 years of related administrative experience and/or training.

• Background in executive secretarial support, administrative assistance, or office management.

Skills & Knowledge

• Strong organizational skills with the ability to manage multiple projects simultaneously.

• High proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

• Ability to learn additional software programs as required.

• Excellent time management and communication skills.

• Strong attention to detail and accuracy.

• Ability to prepare reports, business correspondence, and procedure manuals.

• Ability to handle confidential information professionally and discreetly.

• Strong multitasking and prioritization skills.

Additional Requirements

• Must be able to lift at least 30 lbs.

• Must meet applicable ITAR compliance requirements.

• Must successfully complete required pre-employment screening.

Pre-Employment Screening Requirements

Background Verification

• Social Security Number (SSN) Verification

• Education Verification (Highest Degree)

• Employment Verification (Minimum of 2 Employers)

• National Criminal Search – 7-Year History

• Federal Criminal Search – 7-Year History

• Statewide Criminal Search – 7-Year History

• County Criminal Search – 7-Year History

• Office of Foreign Assets Control (OFAC) Check

• Motor Vehicle Record (MVR) Search, if Required for the Position

• MK Denial Check

Drug Screening

• 5-Panel Drug Screen (No THC)

Additional Classification Information

• CUI Handler: Contingent Labor

• ITAR Compliance: Yes