Administrative Assistant

Administrative Support Specialist

General Purpose : Provides comprehensive clerical and confidential administrative support to ensure efficient operations, alleviating management from routine administrative tasks

Scope : Administrative support for M14 and the campus

Shift : 8 : 00am-5 : 00pm (Monday-Friday)

Key Responsibilities : Administrative Support

Daily / Weekly Activities :

• Manage and submit service requests through Tririga for Facilities, HR, and Payroll.
• Prepare and distribute weekly reports and maintain accurate documentation.
• Coordinate conference room scheduling and ensure meeting spaces are properly managed.
• Maintain and update email distribution lists for M14, including adding and removing members.
• Administer and support the face recognition clock-in system for new employees.
• Process Kronos updates, including PTO adjustments, timesheet issuance, and HR documentation.
• Oversee inventory management for MRO cabinets and collaborate with the MRO Buyer for replenishment.
• Maintain building layout documentation and ensure accuracy for M14.
• Handle incoming and outgoing mail and ensure timely distribution.
• Arrange domestic and international travel accommodations for staff.
• Manage smock inventory for M14 and ensure availability for employees.
• Maintain and update internal tools and databases as needed.
• Prepare expense reports and assist employees with reimbursement processes.
• Complete monthly P-Card reconciliation and ensure compliance with company policies.
• Coordinate catering and meal arrangements for internal meetings and customer events.
• Provide logistical support for Kaizen workshops and continuous improvement initiatives.
• Assist with planning and execution of campus-wide and sustainability events throughout the year.
• Support managers, supervisors, and employees with administrative needs.
• Maintain 5S standards within the building to ensure a clean and organized workspace.
• Create and manage Excel spreadsheets and PowerPoint presentations for reporting and communication.

What you'll receive for the great work you provide :

Pay Range (Applicable to California) $22.14 USD - $30.44 USD Hourly

Job Category : Administration

Is Sponsorship Available? No

Flex is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. We do not discriminate based on : age, race, religion, color, sex, national origin, marital status, sexual orientation, gender identity, veteran status, disability, pregnancy status, or any other status protected by law. We're happy to provide reasonable accommodations to those with a disability for assistance in the application process. Please email accessibility@flex.com and we'll discuss your specific situation and next steps (NOTE : this email does not accept or consider resumes or applications. This is only for disability assistance. To be considered for a position at Flex, you must complete the application process first).