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Job Description

We are looking for an Administrative Assistant to sit onsite 5 days a week at a small aerospace and defense business focused on composite structures and assemblies. They perform R&D, design, manufacturing, and testing of advanced technologies. The Administrative Assistant will provide essential support to the President/CEO and Financial Leads, ensuring smooth front-desk operations, office and inventory management, event planning, and financial administration. This role requires someone who can handle a dynamic, multi-hat environment with professionalism, discretion, and a proactive problem-solving mindset.

Key Responsibilities

Front Desk and Office Operations

Greet visitors, receive mail/packages, and manage front-desk communications with a professional and courteous demeanor.

Triage inquiries from customers and unsolicited vendors, determining when to escalate or route appropriately.

Badge management and access control; coordinate with facilities to ensure spaces are secure and well-maintained.

Maintain and monitor office supplies, kitchen supplies, and amenities (coffee/water), adhering to defined minimums and maximums for three sites.

Coordinate with cleaners and facilities on maintenance and housekeeping needs; track service level and respond to issues as needed.

Facilitate a clean, organized reception area and support basic office housekeeping tasks as required.

Administrative and Back-Office Support

Receipt reconciliation and expense control for company credit cards; collect, verify, and follow up on receipts; act as the “police” for expense accuracy.

Support purchasing activities, including sourcing supplies, processing orders, and ensuring timely delivery.

Inventory management for office and facility supplies across multiple sites; maintain accurate stock levels and reorder as needed.

Document scanning, filing (physical and digital), and retrieval to support record-keeping and compliance.

Assist with basic bookkeeping or invoicing tasks as appropriate; knowledge of QuickBooks is highly desirable.

Prepare reports and pull data from various sources to support the leadership team (e.g., expense reports, inventory reports).

Event Planning and Coordination

Lead or co-lead planning for company events (e.g., holiday party, meetings), including venue research, reservations, and logistics.

Manage announcements, attendee communications, travel arrangements, and hotel bookings for participants.

Collaborate with team members to assemble gift packages, coordinate packaging events, and provide hands-on support during events.

Work closely with the CEO and leadership team to ensure events align with company goals and timelines.

Executive Support

Provide proactive administrative support to the President/CEO, Chief Financial Lead(s), and other leaders as needed.

Assist with calendar management, meeting preparation, and logistics coordination for executive-level activities.

Support special projects and cross-functional tasks as assigned by leadership.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

High school diploma or equivalent; associate degree or relevant certification preferred.

Proven experience in office administration or front-desk/office coordination roles.

Proficiency with Microsoft Excel and Microsoft Word.

Excellent written and verbal communication skills.

Strong organizational abilities, attention to detail, and the ability to multitask in a fast-paced environment.

Willingness to work on-site in a dynamic, multi-site setting.

Must posses a valid driver's license and have their own transportation. Familiarity with QuickBooks is a strong plus.

Bachelors or Associates degree.