Administrative Assistant

Trident Consulting is seeking a " Administrative Assistant” for one of our client in " Pomona, CA” A global leader in business and technology services

Please find additional details about the role below:

Job Title: Administrative Assistant

Location: Pomona, CA 91768

Job Type: Contract

Pay rate: $20/hr to $22/hr on W2

Duration: 12+ Months

Schedule:Monday – Friday, 8:00 AM – 5:00 PM PST

Job Overview

Our client is seeking an Administrative Aide 3 to support the team managing large-scale initiatives to upgrade the Next Generation Enterprise Resource Planning (ERP) system within Power Delivery Services.

This position is a high-level administrative role responsible for performing both complex and routine clerical and administrative tasks. The ideal candidate will handle confidential information, coordinate meetings, maintain documentation systems, and support operational and project-related activities while ensuring high levels of organization and efficiency.

Key Responsibilities

Administrative & Clerical Support

• Perform advanced administrative, clerical, and secretarial duties under minimal supervision.
• Draft letters, memos, invoices, reports, presentations, and other documentation.
• Manage filing systems, databases, libraries, and knowledge repositories to ensure easy access to information.
• Coordinate office activities including ordering supplies and setting up equipment for new hires.

Meeting Coordination & Scheduling

• Plan and organize meetings including agenda preparation, logistics, note-taking, and action item tracking.
• Coordinate and manage calendars for executives and team members.
• Ensure follow-ups and task tracking after meetings.

Documentation & Communication

• Draft correspondence and prepare reports using business software and AI tools.
• Prioritize and route incoming correspondence appropriately.
• Manage confidential executive mail and sensitive documentation.

Financial & Procurement Support

• Prepare expenditure approvals and purchase orders for office procurement.
• Process expense reports, invoices, and purchase orders.
• Ensure compliance with financial and budgetary guidelines.

Research & Project Support

• Conduct research and provide analytical support for project planning and resource allocation.
• Assist cross-functional teams with research and analysis for special initiatives.
• Provide insights and documentation to support strategic programs.

Data Security & Compliance

• Handle confidential and proprietary information with strict discretion.
• Ensure compliance with company policies regarding financial, cybersecurity, and data protection standards.

Day-to-Day Responsibilities

• Provide administrative support to the ERP modernization team.
• Draft communications, reports, presentations, and documentation.
• Maintain document repositories and knowledge libraries.
• Organize and coordinate meetings including scheduling, logistics, and minutes.
• Track action items and ensure timely follow-up.
• Process purchase orders, invoices, and expense reports.
• Support research and analysis activities for strategic initiatives.

Required Qualifications

Education

• High School Diploma or equivalent required.
• Relevant college coursework preferred.

Experience

• 3–4 years of experience performing advanced administrative or clerical functions.
• Experience supporting executives or senior leadership teams.
• Experience managing multiple calendars and schedules.

Required Skills

Administrative & Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Experience using SharePoint and MS Notes.
• Strong document management and organizational skills.
• Typing speed of 50 WPM or higher.

Financial Processing

• Experience processing purchase orders, invoices, and expense reports.

Organizational & Communication Skills

• Ability to manage multiple priorities simultaneously.
• Strong interpersonal and communication skills.
• High level of confidentiality and professionalism.

Preferred Qualifications

• Experience supporting large enterprise technology or ERP programs.
• Experience using AI tools such as Copilot to assist with documentation and reporting.

Work Environment

• Onsite role located at Innovation Village 2, Pomona, CA.
• Office-based environment supporting project and administrative operations.
• No travel required.

About Trident:

Trident Consulting is an award-winning IT/engineering staffing company founded in 2005 and headquartered in San Ramon, CA. We specialize in placing high-quality vetted technology and engineering professionals in contract and full-time roles. Trident's commitment is to deliver the best and brightest individuals in the industry for our clients' toughest requirements.

Some of our recent awards include

· 2022, 2021, 2020 Inc. 5000 fastest-growing private companies in America

· 2022, 2021 SF Business Times 100 fastest-growing private companies in Bay Area