Administrative Assistant
Job Description
Administrative Assistant8+ Months
San Diego, CA
Top 5 Required Skills (These are not preferred skills, If the candidate does not have these required skills, they will be rejected completely)
- 7+ years experience in an Administrative Assistant Role to Executive Leadership
- 2+ years of work experience in a role requiring interaction with upper management
- Expert knowledge of Outlook, Teams, Word, Excel & PowerPoint
- Demonstrated expertise in writing and verbal communications suitable for executive-level interactions.
- Experience managing calendars, expense reports, and travel for Vice President and Sr. Directors.
Technologies:
- Microsoft Office Suite
Required Education:
- Bachelor's degree and 2+ years of Administrative Assistant or related work experience.
- OR
- Associate's degree and 4+ years of Administrative Assistant or related work experience.
- OR
- High School Diploma or equivalent and 6+ years of Administrative Assistant or related work experience.
Principal Duties and Responsibilities:
- Provides complex assistance and support to a Director, Sr. Director, or above.
- Acts as an information source for departmental/company policies and procedures.
- Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations with the appropriate syntax and grammar.
- Manages advanced calendar needs for multiple directors and above, including making calendar decisions on their behalf to effectively prioritize their time and resources.
- Expertly 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.).
- Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes advanced understanding travel visas and documentation as well as expense reconciliation.
- Answers, screens, routes and/or responds to internal (with exposure/requests from multiple directors and above) and external emails.
- Arranges and coordinates various complex types of meetings including luncheons, conferences, and team building events. These events may include external customers and vendors.
- Provides direction to other administrative employees.
- Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to translate others' ideas into solutions and procedures.
We're looking for a seasoned Executive Assistant to support two teams at Client's, the Marcom team (responsible for campaigns, brand, digital marketing and media, and production) and the Operations team (responsible for strategic planning, budgets, culture, and organizational optimization).
The ideal candidate is responsive and experienced in managing multiple stakeholders and responsibilities simultaneously with efficiency, calm, and confidence. She/he is a seasoned self-starter, adept at working in a fast-paced environment, meeting deadlines, being proactive, executing flawlessly, and following through, with detail orientation and a can-do attitude. We need someone with a track record of problem solving, effective communication, and ability to build professional working relationships and engagements both internally and externally. Strong knowledge and experience with Outlook, Teams, Word, Excel & PowerPoint applications are key. Must be able to maintain a high level of confidentiality.
You have the unique opportunity to help set the tone and environment we create as a team. If you are proactive, goal oriented and inspired to be part of a great team who is building the best of what is next to come at Qualcomm, come join us!
Responsibilities:
General
- Manage daily calendars, partnering closely with other admins and their leaders for calendar management
- Prepare complex global travel arrangements and completing travel expenses. Previous experience negotiating and preparing daily agendas, travel, and transportation schedules required
- Act as the contact between the executives and internal/external clients
- Be a go-to person for extended staff for team communication sessions, QBRs and other team activities
- Coordination of team rewards and recognition and internal communication meetings.
- Facilitate large group meetings and team events - cross functional and within team
- Maintain professional, collaborative working relationships amongst, internal teams administrative exec staff members, as well as any external customers
- Maintain discretion of highly confidential information
- Work on problems of diverse scope and complexity
- Operate proactively with little oversight or detailed instructions to perform required responsibilities
- Position requires ability to work flexible work hours as needed
- Provide back-up admin support on occasion
- Respond to inquiries from company executives, internal stakeholders, and external contacts in a timely manner
- Manage ordering of office supplies and basic office needs for the organization
Calendars/Scheduling/Contacts
- Manage two senior leader calendars and appointments, resolve scheduling conflicts coordinating with attendees
- Supports other key team leaders with calendars, expense reports
- Organize and coordinate internal and external meetings; manage detailed logistics as necessary
Support Activities
* Organize team events or luncheon, including budgeting, vendor selection, and vendor management
* Attend meetings as needed to participate in topics, capture clear action items, and publish notes
* Manage shipment and receiving of regular business items and for events in support of the organization
* Assist with internal/external event support, including shipping and receiving, travel, and other admin event support as needed
Travel and Expenses
- Create travel plans and daily travel itineraries of meetings, choose travel accommodations in adherence to company travel policy and in consideration of department budget
- Manage expense reporting process for the Vice President and Sr Directors and help to obtain foreign visas and other travel document requirements
- Review Vice President and Sr. Director corporate cards regularly and support closing and gaps or issues discovered.
SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at nahr@spectraforce.com if you require reasonable accommodation.
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