Administrative Assistant Job at Iris Technology Corp in Irvine

Salary: $16.50 - $25.00

Position Title: Administrative Assistant

Reports To: Director of Compliance and Administration

Key Cultural Competencies:

• Highly ethical and honest; operates from the highest levels of integrity
• Passionate about being of service to others, excellent customer service skills and self motivated
• Team player, team oriented
• Professional in demeanor and appearance, graceful under pressure
• Values free enterprise, patriotic
• High work ethic and respectful
• Resourceful, responsible and accountable
• Organized, detail oriented, strong planner
• Positive and energetic, skilled at building relationships, deals effectively with people at all levels
• Dedicated and dependable
• Flexible, adaptable, innovative and highly responsive

Qualifications:

• US Citizen
• 2+ years experience in office assistant or equivalent role.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Ability to work well under limited supervision
• Good organization skills

Key Results:

• Responds to emails, calls, and inquiries in a timely, professional manner.
• Ensures smooth communication between departments, clients, and leadership.
• Maintains organized filing systems (digital and physical) that are accurate and up to date.
• Resolve order discrepancies within 2 business days to maintain clean and accurate records.
• Prepares, edits, and distributes documents, reports, and presentations with accuracy.
• Coordinates calendars, schedules meetings, and supports event planning without conflicts.
• Ensures meetings are prepared with correct materials, agendas, and follow-ups.
• Orders and maintains office supplies, equipment, and shared spaces (supply room, kitchen, etc.).
• Supports company operations by assisting with data entry, reporting, and general admin tasks.
• Completes administrative tasks on time and with minimal errors.
• Upholds confidentiality and accuracy when handling sensitive information.
• Provides reliable support to executives and department leads by anticipating needs.
• Ensures tasks and requests are completed to expected standards.

Responsibilities may include, but are not limited to:

• Accurately enter, process, and close out customer orders in the company system to support timely fulfillment.
• Maintain organized electronic and physical files (contracts, NDAs, compliance records, HR documents) to ensure accessibility for leadership and audits.
• Track and update the contract calendar, assisting with the preparation and submission of deliverables and reports.
• Review and resolve order discrepancies promptly, coordinating with relevant departments to ensure accuracy.
• Respond to emails, calls, and inquiries in a professional, timely manner.
• Assist with routing contract-related questions and administrative tasks to support the compliance and contracts team.
• Prepare, edit, and distribute documents, reports, and presentations with accuracy and attention to detail.
• Generate recurring and ad hoc reports to support leadership decision-making.
• Coordinate calendars, schedule meetings, and support event planning while preventing conflicts.
• Ensure meetings are prepared with correct materials, agendas, and follow-up notes.
• Order and maintain office supplies, equipment, and shared spaces such as the supply room and kitchen.
• Support company operations by assisting with data entry, reporting, and other administrative tasks as assigned.
• Complete administrative tasks within deadlines and with minimal errors.
• Uphold confidentiality when handling sensitive information and records.
• Provide proactive administrative support to executives and department leads by anticipating needs.
• Maintain company standards of quality and compliance through careful recordkeeping and accurate execution of tasks.
• Assist with office organization, file clean-up, and digital record management to improve efficiency.
• Contribute to a positive and collaborative work environment by supporting cross-departmental needs.