Administrative Assistant

Job Title : Administrative Assistant
Location : Bay Point, CA
Work Schedule: Mon - Fri 8am - 5pm
Compensation: $29.00/hr
Type: Contract, Potential for extension or conversion to permanent

Requirements
• Associate degree in a related field or equivalent professional experience.
• 3–5 years of administrative support experience, preferably supporting Director/Executive-level leaders in a fast-paced environment.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
• Experience with badge creation/access management systems.
• Excellent written and verbal communication skills and strong interpersonal abilities.
• Ability to multitask effectively while maintaining attention to detail.
• Self-starter with exceptional organizational and time-management skills.
• Demonstrated discretion, confidentiality, and professionalism.
• Ability to stand for extended periods as needed.
• Ability to lift up to 50 pounds occasionally (e.g., event setup, packages).

Preferred Skills
• Experience in manufacturing, operations, or industrial environment.
• Familiarity with procurement systems (e.g., Ariba, SAP).
• Experience supporting cross-functional leadership teams.
• Working knowledge of Lean or continuous improvement tools (e.g., 5S, kaizen).
• Experience with expense and travel platforms (e.g., Concur).

Responsibilities
Administrative & Office Support
• Execute administrative support tasks with minimal supervision, following established policies and procedures.
• Serve as the primary point of contact for internal and external inquiries via phone, email, and in person; triage issues and determine urgency.
• Manage the Site Director’s calendar, appointments, correspondence, and paperwork to ensure accuracy and timeliness.
• Organize and support meetings—including preparing agendas, taking accurate minutes, and proactively tracking action items.
• Coordinate business travel arrangements and process travel expenses for site leadership and designated team members.
• Perform general clerical duties such as filing, document preparation, data entry, and recordkeeping.
• Provide front-office coverage including greeting visitors, coordinating check-in, and partnering with Security on access needs (including badge issuance).

Operational & Financial Support
• Research, compile, and prepare reports, presentations, charts, and other documentation as needed.
• Support departmental and project financial processes, including monitoring budget spend and preparing/approving requisitions and invoices.
• Assist in managing department purchasing requests, vendor coordination, and cost tracking.
• Coordinate site tours, audits, and leadership visits; ensure required materials and safety protocols are in place.

Event & Engagement Coordination
• Plan and support internal/external business-critical events (e.g., town halls, kaizen/5S events, customer tours, trainings).
• Coordinate itineraries, logistics, accommodations, registrations, catering, and onsite materials for events and visiting personnel.
• Support employee engagement initiatives, volunteer activities, recognition programs, and site communications.

Site Logistics Support
• Assist with receiving and shipping coordination to manage incoming and outgoing mail and packages.
• Maintain office supplies inventory; oversee service requests for office equipment and meeting spaces.
• Collaborate with Human Resources on onboarding (badges, workstation readiness, orientation schedules) and other people-related initiatives as needed.

Benefits
System One offers eligible employees health and welfare benefits coverage options, including medical, dental, vision, spending accounts, life insurance, voluntary plans, and participation in a 401(k) plan.

Ref: #558-Scientific