Administrative Assistant – Secure Network Systems

Viasat, Inc.•Carlsbad, CA

20d•$25 - $39

About The Position

Viasat is seeking a highly motivated and detail oriented administrative assistant to join our growing high-assurance encryption business. You will increase the tempo, efficiency, and quality of business operations, customer engagements, and team member morale. In this role you will provide daily support to the business leadership and as needed assistance to the broader team of engineers, contracts, finance, and operations. You will anticipate the needs of the organization and proactively plan and prepare. You will collaborate with other administrative assistants in adjacent businesses to meet exceptional demands and provide resilience. This is a dynamic position that requires adaptability and a strong ability to multitask in a fast-paced environment.

Requirements

5+ years’ experience in a senior administrative role supporting leadership and large dynamic teams
Excellent written and verbal communication skills
Strong time-management skills and an ability to organize and coordinate multiple concurrent projects to completion
Proficient use of Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, ZOOM, and TEAMS
Experience with technology tools for travel reservations, expense reports, purchasing, and shipping such as Maintenance Connection, CONCUR, Coupa / SAP Ariba, and online shipping software for UPS and FED-X
Flexible team player, with a can-do attitude, willing to adapt to changes and unafraid of challenges
Ability to maintain confidentiality of information related to the company and its employees
U.S. Citizenship required with the ability to obtain a U.S. Secret Clearance

Nice To Haves

Active Secret Clearance

Responsibilities

Support the leadership team’s efficient operation by managing complex calendars, reserving travel, submitting reports, publishing, and shipping.
Demonstrate teamwork skills, and ability to prioritize and organize as you provide administrative support and handle requests.
Serve as a resource and way-finder helping team members navigate unfamiliar office processes and make organizational contacts
Coordinate with facilities and IT for new-hire office placement, furniture, computer, and phone resulting in a great first-day experience
Support team members as they reserve travel and submit expense reports
Stock office supplies and order lab materials
Support team members in their purchasing, publishing, and shipping
Manage purchasing card account
Maintain distribution lists for Business Areas and teams
Arrange for conference rooms, catering, AV, security, and guest logistics
Includes multiple events per week and several large multi-day events each year
Plan, order, and maintain stock of marketing giveaways
Support ordering, shipping and tracking of product mockups, product displays, and other marketing materials
Maintain the morale of the team: Plan and execute team events and giveaways
Coordinate facilities project schedules with stakeholders, contractors, and impacted team members
Communicate project announcements and status
Coordinate facility improvement projects with the team leadership
Manage seating locations and office moves
Submit facilities service requests
Maintain professionalism and strict confidentiality with all materials