Department Administrative Assistant (Semiconductor & Engineering in San Diego

Energy Jobline ZR; San Diego (CA); On-site; USD 30,000 - 42,000; Full time

Job summary

Energy Jobline ZR in San Diego seeks a highly organized Department Support Assistant (Intermediate) to provide administrative and operational support to a fast-paced team on-site. The role manages complex calendars, travel, expense processing, and event logistics within a dynamic campus environment.

The position requires 2+ years of corporate administrative experience, proficiency with Outlook and Office 365, and the ability to coordinate domestic and international travel with Concur.

Qualifications

• High School Diploma or equivalent required.
• 2+ years in administrative/support roles in a corporate or fast-paced environment.
• Experience coordinating high-volume domestic/international travel.
• Proficiency in Microsoft Outlook (advanced calendar management) and Office 365; Concur experience preferred.

Responsibilities

• Coordinate and manage complex calendars and meeting logistics (rooms, Teams links, agendas).
• Arrange domestic and international travel itineraries in line with corporate policies.
• Prepare, submit, and reconcile monthly expense reports and invoices using Concur.
• Organize team events, leadership meetings, and manage office supplies and records.
• Draft event communications and executive invitations for internal/external stakeholders.
• Occasionally run local errands requiring a personal vehicle and valid driver’s license.

Skills

Calendar management

Outlook

Office 365

Concur

Travel coordination

Expense reporting

Teams

Education

High School Diploma

Tools

Concur

Microsoft Teams

Job description

Job Title: Department Support Assistant (Intermediate)

Location: San Diego, CA (100% Onsite)

Pay Rate: $26 / hr (W2 Non-Exempt)

Duration: (6 Months, Contract, 40 hrs/wk)

Position Summary

Seeking a highly organized, proactive Department Support Assistant to provide administrative and operational support to a fast-paced team at San Diego campus. This critical role manages complex calendar scheduling, high-volume travel arrangements, expense processing, and event logistics in a dynamic environment.

Key Responsibilities

• Calendar & Meeting Management: Coordinate and adjust complex Microsoft Outlook calendars, resolve scheduling conflicts, and manage end-to-end meeting logistics (conference rooms, Teams links, agendas).


• Travel Coordination: Arrange domestic and international travel itineraries (flights, hotels, ground transport) in alignment with corporate policies, ensuring fast turnaround on changes.


• Expense Reporting: Prepare, submit, and reconcile monthly expense reports and invoices accurately using Concur.


• Event & Department Support: Organize team off-sites, leadership meetings, catering, and venue arrangements; maintain department records and manage office supply inventories.


• Stakeholder Communication: Serve as a professional point of contact for internal/external leaders, drafting clear event correspondence and executive invitations.


• Local Errands: Occasionally utilize personal vehicle for local department errands (e.g., picking up team lunches or specific supplies).

Required Qualifications

• Education: High School Diploma or equivalent required.


• Experience: 2+ years of administrative, executive support, or department support experience in a corporate or fast-paced setting.


• Travel Management: Hands-on experience coordinating high-volume domestic/international corporate travel.


• Technical Skills: Proficiency in Microsoft Outlook (advanced calendar management) and Office 365 suite; experience with Concur is strongly .


• Logistics: Must possess a valid driver’s license and personal vehicle for occasional local errands.