Department Support Assistant, Senior

Title: Department Support Assistant, Senior
Type: Hybrid 

Location: San Diego United States

Job Description:

 Top 3-5 Required Skills (These are not preferred skills. If the candidate does not have these required skills, they will be rejected completely)

1. Getting Work Done

2. Technical Knowledge

3. Building Trusting Relationships

4. Communication

5. Creating new and Different

Technologies: What does this temp must know to perform the required job duties(These are not preferred technologies - If they do not have these technologies they will be rejected completely)

Microsoft Suite Competency/Outlook Calendar Management

Concur

Travel Domestic and International

Required Education: (Candidates without this level will be rejected completely):

High School Diploma or equivalent

5+ years of Department Support for Director or above

Physical Requirements (Lifting, outdoor work, travel):

Light lifting mainly for setting up events and large meetings

Provides moderately complex and advanced department support 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) 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.

Additional Job Description

Minimum Qualifications:

High School Diploma or equivalent and 5+ years of Department Support/Administrative Assistant experience.

2+ years of working in a global, matrixed organization supporting upper management

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.

Manages advanced calendar needs for multiple directors and above, including making recommendations to effectively prioritize their time and resources.

Proficiently completes various office tasks (e.g., using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports, arranging for shipping and interoffice correspondence

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.

Answers, screens, routes and/or responds to internal (with exposure/requests from multiple directors and above) and external phone calls.

Arranges and coordinates various complex types of meetings including luncheons, conferences, and team building events. These events may include external customers and vendors.

Seeks creative ways to improve existing methods that increase administrative efficiencies; identifies ways to translate others ideas into solutions and procedures.

Level of Responsibility:

Working under some supervision.

Making ethical decisions that are moderate in impact; errors may have moderate impact or effect on projects or operations.

Using verbal and written communication skills to convey information that may be somewhat complex. May require a basic level of influence, cooperation, tact, and diplomacy, etc.

Completing tasks with multiple steps that can be performed in various orders; moderate planning and prioritization must occur to complete the tasks effectively; mistakes may result in rework.

Solving problems; multiple approaches may be necessary to solve the problem; often information is missing or conflicting.

Comments for Suppliers: 2 interviews - 1 with admin team panel, 2 or 3 engineering leads

Hybrid in the San Diego office minimum 2 days per week

Tuesday is our Global on-site day

40 hours per week no overtime required

M-F 8am 5pm

there is scope to extend or convert to FTE