Senior Administrative Assistant

Spectraforce Technologies, Inc.; San Diego (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Spectraforce Technologies, Inc. in San Diego, CA seeks a Senior Administrative Assistant to provide high-level support to VPs and the C-suite, manage complex calendars, and coordinate critical meetings.

You will handle confidential inquiries, prepare reports and presentations, and support office operations, requiring excellent judgment and professionalism in a fast-paced environment. This 7-month onsite role demands strong organizational skills and the ability to prioritize diverse requests

Qualifications

• Bachelor's degree with 4+ years of administrative experience (or equivalent).
• Associate's degree with 6+ years of Administrative Assistant or related work experience; HS diploma with 8+ years.
• Advanced degrees may substitute for up to two years of work experience.

Responsibilities

• Provides complex assistance to a VP, SVP, or C-suite executive.
• Manages calendars across multiple VPs and priorities.
• Plans complex domestic and international travel for multiple travelers.
• Responds to internal/external inquiries with appropriate guidance.
• Coordinates meetings and events, including logistics and follow-ups.

Skills

Calendar management

Travel coordination

Executive support

Vendor coordination

Education

Bachelor's degree + 4+ years

Associate's degree + 6+ years

High School Diploma + 8+ years

Tools

iProc creation

Pcard

NDAs

Job description

Senior Administrative Assistant

Location: San Diego, CA

Duration: 7 Months

Job Description:

1. Coordinate and facilitate leadership meetings, offsites, customer visits, and team events, including logistics, agenda preparation, and follow-up on action items.
2. Ability to work in fast paced corporate environment and willingness to work from office. Own calendar management for the VPs, prioritizing inquiries and requests, resolving conflicts, and making judgment calls on what gets time and what doesn't.
3. Manage complex domestic and international travel end to end, including last-minute changes, and keep stakeholders informed when plans shift.
4. Act as the primary point of contact for internal and external inquiries on behalf of the VP, including matters of a highly confidential or critical nature, determining the appropriate course of action, referral, or response.
5. Complete a broad range of administrative work, including expense reports, contact lists, purchase requests, and organizational documentation

Required Education & Experience:

• Bachelor's degree and 4+ years of Administrative Assistant or related work experience.
• OR
• Associate's degree and 6+ years of Administrative Assistant or related work experience.
• OR
• High School Diploma or equivalent and 8+ years of Administrative Assistant or related work experience.
• Completed advanced degrees in a relevant field may be substituted for up to two years (Master's = one year, Doctorate = two years) of work experience.
• Physical Requirements (Lifting, outdoor work, travel): - None
• Driving Requirements: - None

Principal Duties and Responsibilities:

• Provides complex assistance and support to a VP, SVP, and/or C-suite executive.
• Acts as an information source and provides guidance to other administrative employees regarding departmental/company policies and procedures.
• Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations for internal and external stakeholders.
• Manages advanced calendar needs for multiple VPs 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, creating/requesting NDAs, creating internal and external collaboration tools, 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 an advanced understanding of travel visas and documentation as well as expense reconciliation.
• Answers, screens, routes and/or responds to internal (with exposure/requests from multiple VPs and above) and external emails.
• Arranges and coordinates various complex types of meetings including luncheons, conferences, training sessions, and team building events. These events may include external customers and vendors.
• Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to incorporate new ideas into solutions and procedures.

Level of Responsibility:

• Provides supervision/guidance to other team members.
• Decision-making is significant in nature and affects work beyond immediate work group.
• Requires verbal and written communication skills to convey complex information. May require negotiation, influence, tact, etc.
• Works within the prescribed budgetary objectives of the department.
• Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions).
• Tasks often require multiple steps which can be performed in various orders; extensive planning, problem-solving, and prioritization must occur to complete the tasks effectively.