Department Support Assistant

Job Title - Department Support Assistant
Location - San Diego, CA
Duration - 6 Months

JOB DESCRIPTION

Calendar Management

Manage and coordinate complex calendars using Microsoft Outlook.

Schedule, organize, and adjust meetings while balancing priorities and resolving scheduling conflicts.

Coordinate meeting logistics, including conference rooms, virtual meeting links, and attendee communications.

Travel Arrangements

Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.

Ensure travel plans align with company policies and business requirements.

Provide support for travel-related changes and issue resolution.

Expense Management

Prepare, submit, and track expense reports in a timely manner.

Utilize Concur or similar expense management systems to process reimbursements and maintain accurate records.

Assist with invoice processing and expense-related documentation.

Event Coordination

Plan and coordinate team meetings, leadership meetings, off-sites, and department events.

Manage logistics including venue coordination, catering, supplies, agendas, and attendee communications.

Support successful execution of department activities and special projects.

Customer and Executive Communications

Serve as a professional point of contact for internal and external stakeholders.

Draft, coordinate, and distribute meeting invitations, agendas, follow-up communications, and event correspondence.

Support customer meetings by coordinating logistics, scheduling, and communication needs.

Additional Administrative Support

•  Maintain department records, documents, and office supplies.
• Support special projects and administrative initiatives as assigned.
• Demonstrate sound judgment, strong organizational skills, and the ability to work independently while managing multiple priorities.

Technologies: 

 Outlook is a must, office 365 basics, and concur would be preferred

Required Education & Required Years of Experience:

 • High School diploma or equivalent.

 • 2 year of Department Support Assistant or related work experience.