Notary Assistant Jobs in Utah (NOW HIRING)

RAM Aerospace is a leader in aerospace innovation, powering flight and space exploration with precision solenoids, valves, and actuators. Since 1975, we’ve supported missions like the Space Shuttle and continue to deliver mission-critical components for commercial, defense, and satellite systems. As one of Southern Utah’s largest employers, we drive economic growth and offer high-skilled careers in engineering and manufacturing. From our advanced facility in St. George, we build the future of aerospace—on time, with excellence, and as a team. Join us to work on groundbreaking technology and help shape the future of flight and space exploration. Your career takes off here!

Position Summary:

The Office Administrator serves as the face of RAM and a key support resource across multiple departments. This role is central to the day-to-day functioning of our office environment, providing critical administrative support to the executive leadership team including Finance, HR, and Operations functions. The ideal candidate is organized, proactive, and thrives in a fast-paced setting.

Duties and Responsibilities:

Executive Leadership Team Support

• Provide administrative support to the executive leadership team, including the CEO, and other department heads as needed
• Manage and maintain CEO’s calendar, including scheduling meetings, appointments, and resolving conflicts proactively
• Coordinate domestic and international travel arrangements for leadership, including flights, hotels, ground transportation, and itineraries
• Prepare and distribute meeting agendas, materials, presentations, and follow-up correspondence on behalf of leadership
• Take detailed meeting minutes for executive leadership team meeting
• Maintain leadership action item list
• Maintain and update strategic plan documents
• Create and assist leaders with monthly communication plan slide decks
• Coordinate and confirm internal and external meetings, including leadership team meetings and client-facing engagements
• Draft, proofread, and send correspondence and communications as directed by leadership
• Handle confidential information with the utmost discretion and professionalism

Front Desk & Office Operations

• Serve as the first point of contact for all visitors, clients, and vendors — greeting guests and directing them appropriately
• Answer, screen, and route incoming phone calls in a professional and friendly manner
• Manage incoming and outgoing mail, packages, and deliveries
• Maintain a clean, organized, and welcoming reception and common office areas
• Order and manage office supplies inventory
• Maintain company LinkedIn page and assist with other public facing communications
• Company-wide communications
• Obtain quotes from vendors

Finance Support

• Assist the Finance team with expense report processing and reconciliation
• Collect and manage receipts from company card holders in a timely manner
• Maintain organized records of financial documents and receipts
• Support accounts payable and receivable processes as needed

Human Resources Support

• Assist HR with new hire onboarding logistics, including workspace setup and document collection
• Help coordinate scheduling for interviews, orientations, and training sessions
• Assist with maintaining employee files and HR documentation as directed
• Support HR initiatives and employee engagement activities

Operations Support

• Assist the Operations team with data entry, reporting, and document management
• Compile and distribute routine operational reports as directed
• Coordinate logistics for internal meetings and company events
• Support cross-departmental projects and administrative needs as assigned
• Other duties as assigned.

• Required High school diploma or equivalent required; associate or bachelor’s degree preferred
• 5+ years of experience in an administrative, executive assistant or office management role
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong verbal and written communication skills
• Highly organized with the ability to manage competing priorities in a fast-paced environment
• Professional, friendly demeanor with a customer-service mindset
• Ability to handle confidential information with integrity and discretion
• Preferred Experience supporting executive-level or multi-member leadership teams with calendar and scheduling management Experience coordinating domestic and/or international travel arrangements
• Familiarity with expense reporting tools or accounting software
• Experience in a multi-department or cross-functional support role
• Notary Public certification (or willingness to obtain)