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Administrative Assistant
Ref No.: 18-17168
Location: San Diego, California
Title: Administrative Assistant
Location: San Diego, CA
Duration: 12+ Months
 
Responsibility:
  • The Administrative Assistant provides diverse and complex support to the Head of Information Security and their management team within the organization. This role has exposure to confidential/sensitive information and extensive interaction with Senior Management and requires use of discretion, tact and diplomacy on a regular basis.
  • Maintain core business work hours with availability to work overtime.
  • Remain on-call - sometimes 24/7.
 
Administrative duties include:
  • General support of management team and department staff.
  • Manage staff calendars, meetings and conference calls. Arrange and coordinate all logistics for meetings, appointments, luncheons, and conferences.
  • Provide logistics support as needed for department personnel such as visa arrangement, ordering business cards, travel.
  • Arrange complex domestic and international travel and prepare detailed itineraries.
  • Prepare expense reports for travel and other purchases, following department and company policies.
  • Assist with meeting, conference call and luncheon setup and logistics.
  • Liaison with internal and external parties to plan, coordinate, and manage large hosted meetings and events.
  • Work with outside vendors to plan team building events within budget limits.
  • Advanced office support such as department SharePoint site administration, PowerPoint creation and Excel spreadsheet maintenance.
  • Support for calendaring, following up with facilities when needed.
  • Answering, screening, routing and/or responding to calls.
  • Reviewing draft documents for accuracy and grammar.
  • Anticipate administrative requirements associated with Department objectives and initiatives and develop an action plan to provide the required support.
  • Supports the preparation of materials for executive presentations. Coordinates special projects, compiles information, and prepares complex reports.
  • Assists with department projects and initiatives to facilitate administrative efficiency, reduce complexity, and continuously improve productivity.
  • Assists with new employee and consultant on-boarding and training.
  • Makes high-level contacts of a complex nature both inside and outside the Company.
  • Coordinates activities between the Information Security department and outside parties.
  • Regularly responds to inquiries from Company executives.
  • Work under minimal supervision and interact with company personnel at all organizational levels.
  • Candidates must have some tech company background and be able to demonstrate the ability to work with engineers.
Requirement:
  • 1+ years supporting an executive or organization in departmental/organizational policies and procedures, company products and programs or another large engineering company.
  • 3+ years’ experience in an administrative support or secretarial role.
  • 1+ years processing travel plans, expense reports, and visas under tight deadlines.
  • 2+ years’ experience with Outlook, Microsoft Word, Excel, PowerPoint, and SharePoint.
  • Ability to operate in a professional environment and follow department and company policies
  • Excellent written and verbal communication skills.
  • Strong organizational, teamwork, and problem-solving skills.
  • Detail-oriented, dependable, and able to multi-task.
  • Previous executive or department administrative assistant experience.
  • General understanding and/or experience with IT and Information Security related topics
 
Preferred:
Bachelor's, Business Administration and/or Information Technology or equivalent experience