JOB TITLE:
Administrative Aide
LOCATION:
Pomona – Onsite
SCHEDULE:
Monday – Friday, 8:00 AM – 5:00 PM
DURATION:
12-Month Contract
PAY:
18-22 USD per hour
Job Responsibilities:
In this role, you will support the team managing large-scale efforts to upgrade the company’s Next Generation Enterprise Resource Planning (ERP) system. Key responsibilities include:
- Performing clerical and administrative tasks, including drafting letters, memos, reports, invoices, presentations, and other documents.
- Organizing and maintaining databases, knowledge repositories, and libraries to improve accessibility and efficiency of research materials and reports.
- Planning and executing meetings, including logistics, agenda preparation, note-taking, action item tracking, and coordinating attendees’ schedules.
- Utilizing business software and Artificial Intelligence tools to draft correspondence, generate reports and presentations, and ensure timely follow-up on action items.
- Prioritizing and routing correspondence effectively, as directed.
- Preparing expenditure approvals, purchase orders, and processing invoices for general office procurement needs, ensuring compliance with budgetary and financial regulations.
- Managing the preparation and dispatch of all incoming and outgoing executive mail and confidential documents.
- Providing well-researched data and analysis for project planning, resource allocation, and special initiatives.
- Collaborating with cross-functional teams on special projects requiring in-depth research and analysis.
- Handling sensitive and proprietary information with a high degree of confidentiality and professionalism.
- Ensuring protection of physical, financial, and cybersecurity assets, including proper management of private customer data, confidential records, and proprietary information.
Knowledge & Skills:
- Strong administrative, clerical, and secretarial skills with attention to detail.
- Proficiency in Microsoft Office Suite, including Outlook, Teams, Notes, Word, Excel, PowerPoint, and CoPilot.
- Experience navigating and managing SharePoint and MS Notes files.
- Skilled in processing expense reports, purchase orders, and invoices.
- Experience managing and prioritizing multiple executive calendars.
- Strong organizational, communication, and time-management skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Education & Experience:
- 4+ years of advanced administrative, secretarial, or clerical experience.
- Experience supporting large-scale projects or ERP implementations preferred.
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