Administrative Assistant
Joulé
Bay Point, CA
JOB DETAILS
SALARY
$29–$29 Per Hour
SKILLS
Administrative Skills, Ariba, Billing, Budget Management, Catering Services, Communication Skills, Computer Workstations, Continuous Improvement, Cross-Functional, Data Entry, Detail Oriented, Documentation, Event Management, Expense Tracking, Financial Projections, Financial Support, Human Resources, Interpersonal Skills, Inventory Management, Leadership, Lean Manufacturing, Lift/Move 50 Pounds, Logistics, Mail Processing, Maintenance Services, Manufacturing Operations, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Office Equipment, Onboarding, Operational Support, Plan Meetings, Policy Development, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Procurement Management, Purchasing/Procurement, Reimbursement, Reporting Skills, SAP, Shipping/Receiving, Time Management, Travel Planning, Writing Skills
LOCATION
Bay Point, CA
POSTED
9 days ago
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
About the Company
J
Joulé
With extensive scientific, clinical, and healthcare industry experience, Joulé recruiters excel at placing talent across core specialty areas:
- Scientific staffing for hard-to-find skills
Working across every scientific discipline, Joulé places biologists, chemists, scientists, technicians and other specialists.
- Clinical lifecycle recruiting
From research to regulations, safety to statistics, Joulé helps clients manage every stage of the clinical development lifecycle.
- Equipment calibration, maintenance and validation
Laboratory and facility support comes with a total quality commitment backed by ISO 9001:2008 certification.
- National healthcare recruitment
Trust Joulé’s extensive experience in physician, advanced practice provider and executive direct placement search.
COMPANY SIZE
500 to 999 employeesINDUSTRY
Biotechnology/Pharmaceuticals
WEBSITE
https://www.jouleinc.com/