Administrative Assistant II

Spectraforce

San Diego, California


a month ago

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Job Description

Job Title: Administrative Assistant II
Duration: 8 months
Shift: 8:00am – 5:00pm
Location: San Diego, CA  - 92121


Interview: First round interview will be virtual (60 minutes between 2-4pm)

Summary:
We are seeking an Administrative Assistant to support members of our Diagnostics senior leadership team. This San Diego, office-based position will provide administrative support to the Commercial Vice Presidents (VPs) within the Diagnostic Solutions leadership team.

Top Skills:
Candidates must have at least 5 years of experience working in this role
Candidates should be able to comfortably speak up and make recommendations that will improve tasks/process
Fast paced environment; able to prioritize and able to navigate through last minute changes
Must be able to manage time
Must have excellent communication skills
Microsoft Suite is must

Duties & Responsibilities:
• Managing administrative functions for Commercial VPs, including but not limited to scheduling meetings across multiple time zones (new and reoccurring), preparing expense reports, preparing, and modifying documents including but not limited to memos, agendas, and assist in managing the high volume and prioritization of email traffic.
• Provide administrative support to Executives as needed, provide general office support with a variety of clerical activities and related tasks, which includes minute taking at designated meetings, as requested; completing requisitions for purchase orders and assisting in tracking contract accruals.
• Manage heavy and detailed travel planning, which include domestic and international travel itineraries; ability to make changes if travel disruptions occur, sometimes with short notice.
• Coordinate internal team and external customer meetings and collaborate with internal event planning team to coordinate larger meetings; both domestic and international
• Develop a strong organizational understanding of people, processes, structure, and systems to guarantee an effective, strategic partnership with the executives to drive execution of day-to-day activities, deliverables, and planning.
• Demonstrate ability to understand and anticipate the needs of each Executive.
• Collaborate with other members of the administrative team to provide seamless support for all Diagnostic Solutions related activities.
• Coordinate various functional events, lunches and team experiences that drive engagement and live into/drive the culture of the organization.
• Collaborate and partner with members of the executive administration team and other functional partners to effectively serve the needs of the business and teams.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the basic knowledge, skills, and/or abilities required:
• Onsite requirement. This role is office based. Applicants must be willing and able to work onsite during core business hours Monday-Friday.
• Experience providing simultaneous support for multiple executive level leaders and their teams.
• Demonstrated passion for professional VP-level support and administration.
• Demonstrated impeccable integrity, credibility, and quality in work product.
• Self-motivated with a strong work ethic; dedicated to quality, accuracy, and timeliness of results; 100% reliable in tracking, communicating, and completing all business in a timely and efficient manner.
• Able to operate in a fast-paced environment with many moving parts, as well as demonstrated ability to manage time and priorities with limited on-site supervision.
• Able to collaborate across departments, functions, and divisions.
• Excellent planning, time-management, and organizational skills – extremely fast-paced environment
• Able to maintain a professional demeanor.
• Excellent verbal and written communications and interpersonal skills; demonstrated people and project management skills as well as the ability to communicate clearly with other administrators, and executives.
• Able to handle sensitive information with a high degree of discretion and confidentiality.
• Demonstrated ability to be proactive, anticipate needs, take initiative, and exercise good independent judgment, and financial responsibility.
• Expertise with Microsoft Suite offerings, including Word, Excel, Visio, and PowerPoint.
• Knowledge/experience with Oracle Human Capital Management (HCM) system, Box, various social media platforms and marketing is a strong plus.
• Ability to travel domestically, on occasion, as needed (no more than 10% availability)
• After-hours availability as needed.

Experience:
• Minimum 5 years of experience providing executive (vice president and above) administrative support; large, global company experience preferred.

CPRA: The Company is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAhr@spectraforce.com.   

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
 
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation. 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $40.00/hr.

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