Administrative Assistance Specialist

Sempra•San Diego, CA

About The Position

This position administers a range of administrative services with full proficiency, anticipating routine needs and improving standard processes. Coordinates cross-functional logistics, documents, and communications so teams meet deadlines and compliance requirements. Supports Sempra's Controller & Chief Accounting Officer's teams, including the Assistant Controller, corporate accounting, SEC financial reporting, and accounting research teams.

Requirements

High school diploma or equivalent is required.
Typically requires 3 years of related experience.
Must reside in Southern California or be willing to relocate upon hire.
Good organization skills, attention to detail, and proactive thinking, with ability to juggle multiple tasks
Team player - always willing to help when can.
Ability to prioritize competing requests and adjust support accordingly.
Ability to resolve non-routine administrative issues using precedent and judgment.
Ability to work with limited supervision while adhering to standards.
Knowledge of end-to-end administrative support processes within an assigned function or team.
Knowledge of internal policies, approval paths, and office protocols.
Skill in explaining administrative procedures and requirements to colleagues.
Skill in maintaining consistency and confidentiality across multiple work streams.

Responsibilities

Assists with setting up new vendors, creating new or increasing balances on existing POs, monitors contract renewals, tracks purchase requisitions, invoices and payments.
Assists with logistics for onboarding, offboarding and transferring employees.
Uses business applications, including Ariba, SAP, SHOP Ordering, Access Manager, MyTime, AgileOne, DocuSign, Microsoft 365, and more.
Operates printers, copy machines, and scanners.
Owns end-to-end meeting coordination for cross-functional stakeholders, including agendas, minutes, follow-ups, and action tracking.
Builds and maintains structured electronic records and retention folders that meet policy requirements.
Prepares draft spreadsheets, trackers, and basic dashboards from source data for manager review.
Serves as the primary contact for vendors for routine office services and supplies, ensuring cost-effective reorders.
Supports small event logistics (internal workshops, town halls) and coordinates attendee communications.
Triages and resolves routine inquiries from employees or external parties, escalating nonstandard requests.
Performs other duties as assigned.