Favorites ()

Recent Searches

loading

Senior Administrative Assistant

Carlsbad, CA

Order: 66871

We are looking for a Senior Administrative Assistant to support the VP of IT, VP of HR, and their staff with day-to-day administrative support. The ideal candidate will be someone who is comfortable prioritizing their work and is customer service oriented. If you consider yourself to be a business savvy individual then we are looking for you to join our team.

  

DUTIES AND RESPONSIBILITIES:

  • Manage executive’s calendar, travel schedule, and internal and external communication related to meetings, conference calls, invitations, event planning, etc.

  • Plan, coordinate and execute events such as: employee events, volunteer activities, meetings, conferences etc.

  • Assist in the preparation of executive, advisory and external meetings, to include preparation of materials and agenda, capturing meeting minutes, follow through on action items, etc.

  • Coordinate travel, domestic and international, associated with complex itineraries and meetings. This includes transportation and accommodations, dining, confirming agendas, locations, etc. with participants, preparation of itineraries and identification of cost-efficient travel options, while pro-actively troubleshooting and addressing travel conflicts and issues.

  • Assist with new hire activities including ordering business cards, printing name plates, coordinating efforts with other departments, etc.

  • Manage contracts and agreements for the supported functions

  • Communicate instructions or desires to various individuals and/or departments, and furnishes and obtains information from others.

  • Prepare special reports, gathering, and summarizing data.

  • Prepare complex correspondence, reports, spreadsheets and presentations.

  • Independently manage and own special projects, some that may require discretion and sensitivity.

  • Create, route & process written and verbal correspondence while exercising a high degree of discretion and confidentiality.

  • Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the executives and teams.

  • Organize and maintain files of correspondence and records, following up on pending matters.

  • Other duties as assigned 


QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS:

 

  • Associates Degree; Bachelor's degree is a plus

  • Minimum of 4 years of administrative experience

  • Proficciency in Microsoft Office including Outlook, PowerPoint, Word and Excel, and Cloud based storage platforms

  • Ability to perform multiple tasks concurrently with ease and professionalism

  • Excellent verbal and written communication skills


NOTE: Candidates that are offered a position are required to pass pre-employment drug and background screening. Qualified candidates with criminal histories, are considered in a manner that is consistent with local, state and federal laws.