Are you a highly organized, proactive individual with a passion for creating smooth and efficient office operations? Do you thrive in a fast-paced environment where your attention to detail and support skills make a real impact? Thomas Global Systems is seeking an exceptional Administrative Assistant to join our Irvine, CA team. This role supports both our office operations and procurement activities, helping to drive the success of mission-critical defense technologies.
About the Company:
Thomas Global Systems is a leader in the design, manufacture and support of high-integrity aviation and defense electronics, operating out of locations in Sydney, Australia and Irvine, California.
About the Role:
The Administrative Assistant will be required to handle day-to-day operations with a focus on efficiency and time management. You will be responsible for assisting with procurement support, intra-office communication protocols, streamlining administrative procedures and inventory control. This position will organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency and safety, and will need to report to the Procurement Manager. You will be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
Location: Irvine, CA, fully onsite.
What's on Offer:
- A varied, fast paced role with an innovative and respected leader in mission-critical aerospace and defense products.
- Competitive remuneration and comprehensive benefit package.
- Join a team of skilled and motivated people committed to innovation, collaboration, and national security outcomes.
Key Responsibilities:
Office Support
- Provide administrative support such as, setting up appointments, scheduling meetings, managing meeting rooms.
- Responsible for booking all travel arrangements (once approved by CEO).
- Assist with office operations, including office supplies, equipment, and maintenance.
- Handle confidential information with discretion and maintain confidentiality.
- Work with Marketing/HR Manager to organize team-building activities as / when required.
- Ordering all stationery and office supplies within budget
- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
- Ensure filing systems are maintained and current
- Ensure security, integrity, and confidentiality of data
- Maintain a safe, secure, and pleasant work environment
Procurement Support
- Assist Procurement Manager in tracking orders, purchase requisitions, and supplier communications. Maintain organized records of purchases and vendor contracts.
- Organize procurement documentation for audit readiness and compliance
- Help ensure adherence to procurement policies and procedures
- Monitor purchase order (PO) statuses and expedite deliveries
- Assist with the preparation of procurement reports and summaries as needed
- Assist with invoice matching, verification, and payment processing
Required Skills, Experience and Behaviors:
- Bachelor’s degree preferred.
- Proven office management, administrative or assistant experience preferred.
- Excellent communication skills, both written and verbal.
- Strong organizational skills and the ability to prioritize tasks.
- Strong attention to detail and accuracy.
- Proficiency in Microsoft Office suite and other relevant software.
- Ability to maintain confidentiality and handle sensitive information.
- Knowledge of office equipment, supplies, and procedures.
Base salary range of $50k - $60k per annum. The final salary offer will be determined after reviewing relevant factors, including but not limited to location, skill set; relevant experience; internal equity; and other business and organizational needs.
At-Will Employment Statement
Thomas Global Systems is an at-will employer. Employment with the company is voluntary and may be terminated by the employee or the company at any time, with or without cause or notice, and for any reason or no reason at all.
Equal Employment Opportunity (EEO) Statement
Thomas Global Systems is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants and do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or any other protected status under applicable laws.
Americans with Disabilities Act (ADA) Accommodation Statement
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or to perform the essential functions of a position, please contact us at [email protected].
