Administrative Assistant

PDS Tech, Inc.; San Diego (CA); On-site; USD 94,000 - 98,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401K plan

Paid time off / paid leave

EAP program

Job summary

PDS Tech Commercial in San Diego, CA seeks an experienced Administrative Assistant to support the Mission Assurance department. The role focuses on document control, training administration, and compliance across multiple sites.

Ideal candidates will have strong SharePoint skills, Microsoft Office proficiency, and a proven ability to manage multiple stakeholders and deadlines in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• 4+ years of experience in administrative support, project coordination, or similar role.
• Working knowledge of SharePoint and document control.
• Proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint).
• Strong written and verbal communication and meeting facilitation.
• Ability to manage multiple stakeholders and deadlines with attention to detail.

Responsibilities

• Provide centralized administrative support to the Mission Assurance department.
• Manage procedures, documentation, training administration, and compliance across sites.
• Maintain PrOP SharePoint site: lifecycles, libraries, folders, permissions, updates.
• Track approvals and follow up with stakeholders to meet deadlines.
• Prepare status updates on document changes and approvals.
• Upload training materials into the training management system and run reports.
• Assist audits by gathering documentation and supporting materials.
• Develop job aids and quick-reference guides; identify process improvements.
• Collaborate with cross-functional teams and leadership to support timely decisions.

Skills

SharePoint

Microsoft Office

Document management

Training administration

Communication skills

Multitasking

Education

High school diploma or equivalent

Associate's or bachelor's degree in Business Administration / Information Systems or related field

Tools

LX training management software

Job description

Administrative Assistant | Help Keep Mission-Critical Operations Moving Forward

PDS Tech Commercial is partnering with a leader in the aviation and aerospace industry to hire an experienced Administrative Assistant in San Diego, CA. If you are highly organized, detail-oriented, and skilled at keeping documents, training requirements, approvals, and stakeholders on track, this is an opportunity to make a meaningful impact within a fast-paced, collaborative environment.

Position Details

• Job Title: Administrative Assistant
• Location: San Diego, CA 92121
• Job Type: Full-Time, 12-Month Contract
• Pay Rate: $45.00 per hour
• Schedule: Monday-Friday, 9/80 schedule

What You'll Do

As an Administrative Assistant, you will provide centralized administrative support to the Mission Assurance department, helping manage procedures, documentation, training administration, and compliance activities across multiple sites.

Your day-to-day responsibilities will include:

• Manage the PrOP SharePoint site, including document lifecycles, libraries, folders, permissions, and updates.
• Track document approvals and proactively follow up with stakeholders to ensure deadlines are met.
• Facilitate meetings when approvals are delayed and help drive actions to timely closure.
• Serve as a primary point of contact for PrOP-related questions and administrative support.
• Prepare status updates regarding document changes, outstanding approvals, and other key activities.
• Upload OJT and other training materials into the training management system.
• Run standard and ad hoc training reports for site and functional leadership.
• Support training compliance tracking and provide accurate reporting to leadership.
• Assist with audits by gathering documentation, records, and supporting materials.
• Develop straightforward job aids, quick-reference guides, and user instructions.
• Identify opportunities to enhance administrative processes and improve workflow efficiency.
• Partner with cross-functional teams and leadership to support timely decisions and successful outcomes.

Required Qualifications

We're looking for a highly organized professional who can effectively manage competing priorities while maintaining accuracy and attention to detail.

You should have:

• High school diploma or equivalent.
• 4+ years of experience in administrative support, project coordination, or a similar role.
• Working knowledge of SharePoint, including creating and updating sites, libraries, folders, and permissions.
• Strong organizational and follow-up skills with the ability to manage multiple stakeholders and deadlines.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
• Comfort learning and working within web-based systems.
• Strong written and verbal communication skills, including professional email communication and meeting facilitation.
• Excellent attention to detail when managing documents, records, reports, and training information.

Preferred Qualifications

You'll stand out if you bring:

• Experience administering PrOP or another formal procedure/document control system.
• Hands-on experience with LX training management software or a similar learning management system.
• Experience supporting training programs, compliance tracking, or audit preparation.
• Excel reporting and data analysis skills, including filters, PivotTables, and charts.
• Experience collaborating with cross-functional teams and leadership to drive approvals and decisions.
• Experience creating job aids, quick-reference materials, or user instructions for systems and processes.
• Associate's or bachelor's degree in Business Administration, Information Systems, or a related field.

Why Join Us?

At PDS Tech Commercial, we connect talented professionals with opportunities to contribute to some of the most innovative organizations in the aviation and aerospace industry.

In this role, you'll have the opportunity to:

• Make an impact: Your work will directly support training, compliance, documentation, and operational readiness.
• Work with industry leaders: Gain valuable experience supporting a highly respected organization within the aerospace and defense industry.
• Build valuable expertise: Strengthen your experience with SharePoint, training administration, compliance reporting, document control, and process improvement.
• Collaborate across teams: Work alongside professionals from multiple functions and levels of leadership.
• Enjoy schedule flexibility: Take advantage of a 9/80 work schedule while contributing to a dynamic, mission-focused environment.
• Grow your career: Add meaningful aerospace industry experience to your professional background while developing highly transferable administrative and coordination skills.

This position requires use of information or access to facilities subject to the International Traffic in Arms Regulations (ITAR) and/or Export Administration Regulations (EAR). These regulations may limit access of controlled technologies: 1) to U.S. Persons, including U.S. Citizens, lawful permanent residents, and other narrow categories including refugees and asylees, or 2) to certain foreign nationals that have received an export license.

Pay Details: $45.00 per hour

• Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan.
• In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: 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.

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.pdstech.com/candidate-privacy