Executive Assistant (Temporary)

Job Id: 260831

Job Title: Executive Assistant

Location: San Diego CA 92121

Schedule: Monday – Friday

Duration: 3 months based on performance and business need.

Pay: $33 – $41 per hour (Depending on experience)

Positions Summary:

Provides complex and advanced administrative assistance to a VP SVP and/or C-suite executive. Applies advanced 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) and shared file services (SharePoint MS Teams OneDrive etc.) 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.

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:

• Works independently with no supervision.

• 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.

Qualifications

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.

 

Preferred Qualifications:

• 5+ years of work experience in a role requiring interaction with SVPs.

• 5+ years of experience working in a global matrixed organization.