Title- Executive Assistant, Senior
Location- San Diego, CA
Duration- 3+ months

Job Description
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.

Preferred Qualifications:

• 5+ years of work experience in a role requiring interaction with SVPs.
• 5+ years of experience working in a global, matrixed organization.

Qualification

• 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.

 

About Us: SPECTRAFORCE is one of the fastest-growing workforce solutions firms in the United States. As a diversity-owned business, we place human connection at the heart of everything we do, building strong relationships with both clients and candidates to fill roles successfully. Our teams in North and Central America and India serve more than 150 Fortune clients globally, leveraging custom AI technology to provide direct hire, executive search, nearshoring, offshoring, and project staffing solutions.
 
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.
 
California Applicant Notice: SPECTRAFORCE 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.
 
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer. 


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: $33.11/hr.