Administrative Assistant

Join Our Team as an Administrative Assistant!

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.

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.

The Administrative Assistant will support day-to-day office operations with a strong focus on efficiency and organization. This role provides comprehensive administrative support across office coordination, facilities, travel, and internal communications, while helping streamline administrative processes and maintain accurate records. Reporting to the VP General Manager, the position requires the ability to work independently, handle confidential information with discretion, and support a diverse team in a professional and well-organized office environment.

Location:

Irvine, CA, fully on-site.

• A varied, fast paced role with an innovative and respected leader in mission-critical aerospace and defense products.
• Competitive remuneration and comprehensive benefits package.
• Join a team of skilled and motivated people committed to innovation, collaboration, and national security outcomes.

• Provide comprehensive administrative and office support, including scheduling meetings, managing calendars, and coordinating meeting rooms.
• Act as the central point of contact for day-to-day office operations, including office setup, facilities, maintenance, equipment, and general administration.
• Coordinate and book travel and accommodation arrangements, subject to CEO approval.
• Manage office supplies and stationery orders within budget, responding to team requests as needed including placing equipment orders and coordinating vendor setup.
• Collect and distribute mail, coordinate shipping and receiving activities, including courier services, deliveries, and basic logistics support.
• Assist with administrative aspects of order placements, documentation, and internal coordination.
• Provide front-of-house and customer service support, including handling enquiries and welcoming visitors.
• Coordinate catering for meetings and office events, and support internal events and team activities in collaboration with HR.
• Process expense reports, manage accounts including performing basic bookkeeping, data entry and analysis.
• Maintain accurate filing systems and ensure the security, integrity, and confidentiality of data and information.
• Handle confidential information with discretion and maintain a safe, secure, and professional work environment.
• Provide general administrative support across teams as required and assist with other duties.

• Proven office management, administrative or assistant experience.
• Excellent communication skills, both written and verbal.
• Strong organizational skills and the ability to prioritize tasks.
• Ability to work independently and take initiative.
• 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.

Apply now and take your career to new heights!

Base salary range of $57k - $62k 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.

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.

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.

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 Hum