Job Details

Job Title - Administrative Assistant
Location - San Diego, CA
Duration - 6 Months

JOB DESCRIPTION:

Top 4 Skills Experience Overview
1. Proficiently completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, etc.).
2. Coordinates advanced domestic and international travel (flights, hotel, rental cars, etc.) for a multiple travelers and trips with multiple connections and countries. This includes understanding of travel visas and documentation as well as expense reconciliation.
3. Answers, screens, routes and/or responds to internal (with exposure/requests from multiple directors and above) and external emails.
4. Arranges and coordinates various complex types of meetings including luncheons, conferences, and team building events. These events may include external customers and vendors.

• Bachelor's degree.
  OR
  Associate's degree and 2 years of Administrative Assistant or related work experience.
  OR
  High School Diploma or equivalent and 4 years of Administrative Assistant or related work experience.
  Provides moderately complex and advanced administrative assistance to a Director, Sr. Director, or above. Applies knowledge of industry standards in various administrative areas, including policies, guidelines, and procedures. Leverages advanced proficiency in various types of software including Microsoft Office Suite (Outlook, Word, Excel, & PowerPoint) and shared file services (SharePoint, MS Teams, OneDrive, etc.) to provide effective and efficient support. Exercises professional and ethical judgement as work is generally of a critical or confidential nature. Assignments may be of a diverse scope and related to various functional areas.
  
  Preferred Qualifications:
  • 1 year of work experience in a role requiring interaction with senior leadership (e.g., Director level and above).
  • 1 year of experience working in a global, matrixed organization.
  
  Principal Duties and Responsibilities:
  • Provides moderately complex assistance and support to a Director, Sr. Director, or above.
  • Guides team on departmental/company policies and procedures.
  • Compiles information from one or more sources and prepares somewhat complex correspondences, reports, spreadsheets, and presentations with the appropriate syntax and grammar.
  • Manages advanced calendar needs for multiple directors and above, including making recommendations to effectively prioritize their time and resources.
  • Seeks creative ways to improve existing methods that increase administrative efficiencies; identifies ways to translate others' ideas into solutions and procedures.
  
  Level of Responsibility:
  • Works independently with minimal supervision.
  • Decision-making may affect work beyond immediate work group.
  • Requires verbal and written communication skills to convey information. May require basic negotiation, influence, tact, etc.
  • Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions).
  • Tasks require multiple steps which can be performed in various orders; some planning, problem-solving, and prioritization must occur to complete the tasks effectively.