Executive Administrative Assistant, Pasadena

Job Summary

The Administrative Assistant provides comprehensive administrative and clerical support to the plant operations team in a fast-paced manufacturing environment. This role ensures efficient office operations, supports production coordination and order processing, maintains documentation, and facilitates communication between departments, vendors, and customers.

Administrative Support

Provide general administrative support to plant leadership and department teams

Manage calendars, schedule meetings, and coordinate appointments

Prepare reports, memos, and correspondence

Maintain accurate filing systems (electronic and paper)

Order Processing&Customer Support

Process customer orders accurately in ERP or order management systems

Review orders for completeness, pricing, and delivery requirements

Coordinate with production, inventory, and shipping teams to ensure timely fulfillment

Communicate order status, delays, and updates to internal teams and customers

Maintain order records, customer files, and transaction documentation

Assist with invoicing, order adjustments, and returns processing

Support customer inquiries related to order status, availability, and lead times

Operations&Production Support

Assist with production data entry, tracking, and reporting

Maintain production schedules, logs, and records

Support inventory documentation and materials tracking

Help coordinate staffing schedules, timekeeping, and attendance records

Documentation&Compliance

Maintain and organize manufacturing documents (SOPs, work instructions, safety records)

Ensure documentation accuracy and compliance with company policies and regulatory requirements

Assist with audit preparation and document control processes

Communication&Coordination

Serve as a point of contact between departments (production, quality, HR, procurement, etc.)

Coordinate meetings, prepare agendas, and record minutes

Communicate updates related to operations, safety, and plant activities

Office Management

Manage office supplies and ordering

Handle incoming calls, emails, and correspondence

Support onboarding logistics for new employees (badges, paperwork, orientation materials)

Education&Experience

High school diploma or equivalent required; Associate’s degree preferred

3+ years of administrative or order processing experience, preferably in a manufacturing or industrial setting

Skills&Competencies

Strong organizational and multitasking skills

Proficiency in Microsoft Office (Excel, Word, Outlook; PowerPoint a plus)

Experience with ERP/order management systems (SAP, Oracle, NetSuite, etc.) preferred

Excellent written and verbal communication skills

Attention to detail and accuracy

Ability to work in a fast-paced, deadline-driven environment

Strong customer service and problem-solving skills

Job Type&Location

This is a Contract to Hire position based out of Pasadena, CA.

Pay and Benefits

The pay range for this position is $29.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:• Medical, dental&vision• Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life&AD&D for the employee and dependents)• Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Pasadena,CA.

Application Deadline

This position is anticipated to close on Jun 5, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email () for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.