Executive Admin

Administrative Assistant - Phoenix Operations

Job Title: Administrative Assistant

Division: VIT (Atlas Phoenix)

Department:

Reports To:

FLSA Status: Non-Exempt

Position Summary

The Administrative Assistant provides comprehensive administrative support for the Phoenix, Arizona facility and serves as a key point of contact for onsite employees, visitors, customers, and vendors. This position supports daily site operations by coordinating administrative activities, maintaining records, assisting leadership and employees, and ensuring effective communication between the Phoenix location and corporate teams.

This role requires a highly organized, dependable, and professional individual who can manage multiple priorities in a fast-paced aerospace manufacturing and electronic assembly environment. The Administrative Assistant will work independently onsite while collaborating with across a multi-state organization.

Essential Duties and Responsibilities

Serve as the primary administrative point of contact for the Phoenix facility, creating a welcoming and professional experience for employees, visitors, customers, and vendors

Manage front office operations, including phones, email correspondence, mail, shipping/receiving coordination, visitor management, and general administrative needs

Provide administrative support to site leadership and functional teams, including scheduling, meeting coordination, document preparation, and reporting

Maintain organized electronic and physical records, files, and documentation in accordance with company procedures and customer requirements

Support controlled documentation processes and maintain records related to customer, quality, and operational requirements

Handle sensitive company, employee, customer, and export-controlled information in accordance with company policies and applicable regulations

Assist with ITAR-related administrative activities, including maintaining documentation, access records, visitor information, and other required records as directed

Coordinate visitor access, contractor support, badges, and facility access requirements while following security and compliance procedures

Assist with new employee onboarding activities, including paperwork coordination, employee communications, badge requests, and orientation logistics

Support Human Resources with employee communications, training coordination, employee events, and general administrative tasks

Assist with purchasing activities including office supplies, invoices, expense reports, and administrative requests

Coordinate meetings by preparing materials, organizing schedules, recording notes, and tracking follow-up items as needed

Assist with internal communications, announcements, and distribution of company information

Support facility needs and special projects as assigned

Maintain confidentiality and professionalism when handling sensitive information

Required Qualifications

High school diploma or equivalent required

2+ years of administrative, office support, or related experience preferred

Strong organizational skills and attention to detail

Ability to prioritize tasks and manage multiple deadlines with limited supervision

Professional communication skills, both written and verbal

Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and Teams

Ability to maintain confidentiality and handle sensitive information appropriately

Ability to work independently while remaining connected with corporate and onsite teams

Preferred Qualifications

Experience supporting a manufacturing, aerospace, defense, electronics, or other regulated industry

Experience with ITAR-controlled environments, export-controlled documentation, or security procedures

Experience with ERP, HRIS, document management, or purchasing systems

Experience supporting employee onboarding or HR administrative processes

Work Environment

This position is onsite at the Phoenix, Arizona facility supporting approximately 50 employees within a larger aerospace manufacturing and electronic assembly organization with operations across multiple states.

The Administrative Assistant will regularly interact with employees across manufacturing, engineering, quality, operations, leadership, and corporate support functions.

Physical Requirements

Ability to sit, stand, walk, and move throughout the facility as needed

Ability to lift and carry office supplies and materials up to 25 pounds

Ability to follow safety requirements while working in and around a manufacturing environment

Equal Opportunity Employer Statement

Atlas Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Atlas Group is committed to fostering an inclusive and respectful workplace where all employees are valued and supported.