Department Support Assistant

 

Title: Department Support Assistant
Location: San Diego, CA (Onsite)
Duration: 6 months

About the Role
We are looking for a detail-oriented and proactive Administrative Support Assistant who thrives in a fast-paced, dynamic environment. The ideal candidate is highly organized, service-oriented, and capable of managing multiple priorities while maintaining accuracy and professionalism.

In this role, you will work closely with executive assistants and senior leaders within the business unit, handling sensitive information and ensuring smooth day-to-day operations. Strong judgment, discretion, and attention to detail are essential for success.

Key Responsibilities
Calendar & Scheduling Support
Manage calendars and coordinate appointments and meetings.
Resolve scheduling conflicts and communicate updates with meeting participants.

Travel Coordination
Arrange domestic and international travel, including booking flights, hotels, and transportation.
Assist with travel documentation such as visas when required.

Expense Reporting
Prepare and submit expense reports in accordance with company travel policies.
Ensure all required receipts and documentation are included for approvals.
Reconcile corporate purchasing card (P-Card) transactions.

Office & Operational Support
Order office supplies and support general office operations.
Coordinate meeting logistics including room setup, catering, and materials.
Manage lunch orders, coffee, snacks, and occasional last-minute food pickups.
Assist with visitor support including on-site badging and escorting guests.

Administrative Assistance
Provide backup support for executive assistants during vacations or absences.
Submit facility requests such as janitorial services or special setup needs.
Assist with team events, special projects, and other administrative tasks as assigned.

Required Skills
Strong verbal and written communication skills.
Excellent time management and prioritization abilities.
Strong attention to detail with the ability to proofread documents.
Ability to manage confidential and sensitive information with discretion.
Effective problem-solving skills to resolve scheduling or logistical challenges.
Ability to multitask and work in a fast-paced environment.

Required Technology Skills
Proficiency with Microsoft Office Suite:
Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Microsoft PowerPoint
Experience with expense reporting tools such as SAP Concur is a plus.

Education & Experience
Associate’s degree, OR

High School diploma or equivalent with 2+ years of administrative or department support experience.