Job Title: Administrative Aide 3
Location: Remote - Local to Pomona 91768/ Occasional travel to onsite required.
Duration: 12 Months Assignment
Work Hours: 8.00AM-5.00PM Mon to Fri (40 hrs)
Job Description:
Day-to-Day Responsibilities/Workload
- Provides general administrative support to a function such as scheduling meetings, managing meeting logistics, ordering and setting up catering, data entry, preparing agendas, note taking, tracking action items, document preparation and distribution.
- Performs basic research as instructed; prepares documents, spreadsheets, presentations, and interoffice Correspondence.
- Monitors and replenishes office supplies to ensure smooth daily operations, anticipating and addressing any needs or issues that may arise.
- Identifies needs, implements solutions and maintains records for administrative, organizational, and clerical support activities.
- Updates and maintains databases or spreadsheets relevant to the function's operations, ensuring data accuracy and integrity.
- Provides recommendations for streamlining administrative processes and implementing improvements to enhance efficiency and productivity.
- Processes billings, invoices, hotel accommodations, and maintains a tracking system to ensure all invoices are accounted for and processed within established timelines to the correct accounting.
- Screens/check in visitors and meeting attendees, issues badges and ensures compliance with security protocols for onsite and offsite events.
- This role will be providing general administrative support for programs, it will not be an assistant to manager(s).
- Ability to lift ~10 lbs to be able to safely set up catering and other meeting material set up.
- A material job duty of all positions within the Company is ensuring the protection of all its physical, financial and cybersecurity assets, and properly accessing and managing private customer data, proprietary information, confidential medical records, and other types of highly sensitive information and data with the highest standards of conduct and integrity.
Educational Requirements:
- High School degree and 2-4 years of office experience or equivalent, relevant experience
- May require relevant college courses.
Required Skills:
- Ability to coordinate the schedule of an Executive VP and other managers
- Proficient in Microsoft Word, Excel, and Outlook and related software
- Typing 50wpm
- Microsoft Office 365 suite, SharePoint, familiarity with navigating PowerBI dashboards to be able to gather data to update reports
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Spectraforce Technologies
May 06, 2026