Administrative Aide

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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