Administrative Assistant III

Job Title: Administrative Assistant III
Location: Los Angeles, CA
Hours/Schedule: Monday–Friday, 8 am to 5 pm
Compensation: $23-$30/hr
Type: Contract

Overview

The Administrative Assistant III provides advanced administrative, organizational, and customer service support to departmental leadership and staff. This role manages confidential information, coordinates departmental operations, and ensures documentation and administrative activities comply with regulatory and corporate requirements.

Responsibilities

• Provide comprehensive administrative and clerical support to department managers and staff.

• Organize and maintain department files, records, and information distribution systems.

• Process and manage confidential and sensitive information in support of departmental operations.

• Compile, analyze, and summarize data; assist in preparing routine and special reports.

• Prepare correspondence, reports, and records with accuracy and adherence to established procedures.

• Maintain calendars and coordinate schedules for department leadership.

• Schedule meetings, reserve conference rooms, and prepare meeting materials; attend meetings to take minutes as needed.

• Coordinate travel arrangements and prepare materials for conferences and meetings.

• Support department phone coverage and message handling.

• Maintain inventory of office supplies and coordinate replenishment.

• Coordinate onboarding activities for new department employees.

• Prepare and submit expense reports.

• Ensure strict adherence to FDA documentation requirements and departmental procedures.

• Support compliance with corporate safety policies and ISO 14001 Environmental Management System requirements.

• Train entry-level administrative personnel.

• Perform complex and advanced administrative tasks as assigned.

Qualifications

Must Have

• Associate’s degree required; Bachelor’s degree preferred in Business Administration, Communications, or a related field.

• Minimum of 4 years of related administrative experience.

• In-depth knowledge of office management and administrative support practices.

• Proficiency with Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint.

• Ability to work independently with minimal supervision.

• Strong organizational and analytical skills with the ability to manage multiple priorities and deadlines.

Nice to Have

• Experience supporting departments in regulated environments.

• Experience with FDA-regulated documentation practices.

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.