Administrative Assistant

Job Description

Position Overview
We are seeking a detail-oriented, organized, and proactive Administrative Assistant to support our multi-departmental team. This dual-role position splits responsibilities between Accounts Payable tasks (50%) and cross-functional administrative support (50%), assisting the Vice President of Operations across Sales, HR, Marketing, Production Planning, Compliance, and General Administration.
The ideal candidate thrives in a fast-paced, multi-tasking environment, enjoys keeping systems and processes organized, and can seamlessly switch between financial, operational, and administrative tasks throughout the day.

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?? Administrative & Operational Support (50% of time)
Reporting & Data Management
* Generate and maintain reports for:
o Material Management
o Open Orders
o Long Lead Items
o Expected Deliveries
o Weekly & Monthly Sales Graphs
o State-by-State Sales Performance
o Top Customers Reports
* Maintain logs for Sales Orders, RMAs, FDA Compliance, and Safety.
* Update and track operational spreadsheets to ensure accuracy.
* Support VP of Operations with analysis for planning and decision-making.
Compliance & FDA Documentation
* Maintain and update FDA-required procedure logs and documentation.
* Assist with preparation for audits and regulatory inspections.
* Track and schedule employee safety training and compliance certifications.
* Ensure proper recordkeeping of controlled documentation and approvals.
HR, Marketing & Employee Engagement
* Track and distribute birthday and anniversary cards for employees.
* Help plan and coordinate company parties.
* Assist with HR documentation, onboarding materials, and employee file updates.
* Format and schedule email campaigns.
* Support Marketing by uploading product photos, maintaining promotional content, and assisting with trade show logistics.
Operational & Administrative Tasks
* Monitor and update purchase logs, shipping logs, and inventory spreadsheets.
* Provide administrative support for production planning and scheduling.
* Organize and maintain hardware/software inventory tracking.
* Assist with scheduling meetings, preparing agendas, and recording minutes.
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? Qualifications
* 2+ years of Administrative Assistant experience.
* Strong organizational and multi-tasking skills with attention to detail.
* Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
* Experience with accounting/ERP software (MAS) preferred.
* Ability to generate reports, maintain spreadsheets, and analyze data accurately.
* Professional communication skills, both written and verbal. Bi lingual Spanish is a plus.
* Ability to work independently and maintain confidentiality.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Reference: JN -112025-409198