JOB TITLE: Administrative Aide
LOCATION: Remote, CA (occasional onsite in Pomona, CA)
SCHEDULE: Monday – Friday, 8:00 AM – 5:00 PM
DURATION: 12-Month Contract
PAY: 22 USD per hour
Job Responsibilities:
In this role, you will provide comprehensive administrative support to program teams, ensuring smooth day-to-day operations and coordination across activities. Key responsibilities include:
- Supporting program operations, including:
o Scheduling meetings and managing calendars
o Coordinating meeting logistics and catering
o Preparing agendas, taking notes, and tracking action items - Preparing and maintaining documents, spreadsheets, and presentations
- Supporting data entry, reporting, and database management
- Assisting with basic research and information gathering
- Processing invoices, billings, and expense tracking
Essential Duties and Job Functions:
- Coordinate and schedule meetings, including logistics, materials, and catering setup
- Prepare and distribute meeting agendas, notes, and follow-up action items
- Maintain and update databases, spreadsheets, and tracking systems with high accuracy
- Monitor and replenish office supplies to support daily operations
- Process invoices, billing, and expense reports, ensuring timely and accurate submission
- Assist with travel coordination, including hotel accommodations
- Screen and check in visitors, issue badges, and ensure compliance with security protocols
- Prepare reports and presentations using Microsoft Office tools
- Support continuous improvement by identifying opportunities to streamline administrative processes
- Ensure proper handling of sensitive and confidential information in compliance with company policies
- Provide general clerical and organizational support to program teams
Knowledge & Skills:
- Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
- Experience with SharePoint and familiarity with Power BI dashboards
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- High attention to detail and accuracy in data management
- Ability to manage multiple priorities in a fast-paced environment
- Strong problem-solving skills and proactive mindset
- Ability to handle sensitive and confidential information with integrity
- Experience with administrative coordination, scheduling, and logistics
Education & Experience:
- High School Diploma or equivalent required
- Previous experience in an administrative, coordinator, or support role preferred
- Experience supporting program operations or team-based environments preferred
- Experience with invoice processing and tracking systems is a plus
Additional Requirements:
- Ability to lift up to ~10 lbs for meeting and catering setup
- Occasional onsite presence in Pomona, CA required
- Ability to follow security protocols and handle sensitive information responsibly
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