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Administrative Assistant

Spectraforce Technologies
United States, California, Irvine
Apr 09, 2025
Job title: Administrative Assistant (onsite 5 days a week) Duration: 19 months (potential extension) Location: Irvine, CA, 92612 Working hours: Monday through Friday from 9 to 5 pm Role is 100% onsite to help the candidate get acquainted with the team, tools, and internal processes Summary: Proficient in three or more vendor software programs specifically required by a department. Provides clerical support to three or more department managers, along with their staff. Assisting with expense reports and travel booking for approximately four people. Expected to handle onboarding, purchase orders, meeting/event coordination, and general office support. Onboarding new colleagues in Irvine (laptop setup, workstation, and documentation for training). Generate purchase orders using an internal system. Keeping lab schedules organized, especially for external contractors handling calibration or maintenance. Ensuring supply cabinets are stocked with necessary items. Coordinating meetings and events for various teams, including booking conference rooms and organizing catering (breakfasts, lunches, and dinners). Reports directly to the Hiring Manager, Will provide support to four additional team leads Part of the Product Development Science and Technology group. The group has a large footprint in Irvine with ~80 team members, but the candidate will not be supporting all 80. The position involves administrative support for Irvine, Costa Rica sites, etc. Duties may include: Prepare correspondence Report and presentation creation Database creation/management and calendar/email management Qualification: Idea Experience 5 - 7 Years High school diploma is acceptable; college background is preferred but not required. Previous high-level secretarial experience is required. Minimal supervision is provided. Soft Skills: Must be organized, detail-oriented, and capable of supporting multiple team leads across sites Proficiency in Microsoft Office Suite is a must, especially Word, Excel, PowerPoint, Outlook, and Teams. Should be comfortable handling expense reports, travel bookings, and meeting coordination tools.