Department Support Assistant, Senior

Qualcomm • Boulder, CO

3d • $22 - $33

About The Position

The Department Support Assistant provides comprehensive administrative, operational, and project coordination support to department leadership and employees. This role serves as a trusted partner to Directors and senior leaders by managing calendars, coordinating travel and events, supporting procurement and expense processes, and facilitating day-to-day business operations. The position requires strong organizational skills, sound judgment, attention to detail, and the ability to independently manage multiple priorities in a fast-paced, matrixed environment. The Department Support Assistant plays a critical role in ensuring efficient departmental operations, fostering employee engagement, supporting team communications, and contributing to the successful execution of business objectives and office-wide initiatives.

Requirements

• Bachelor's degree.
• OR Associate's degree and 2+ years of Department Support Assistant or related work experience.
• OR High School Diploma or equivalent and 4+ years of Department Support Assistant or related work experience.

Nice To Haves

• Bachelor's degree in Business Administration, Management, or related field.
• 4+ years of Department Support Assistant, Executive Assistant, Administrative Assistant, or related work experience.
• 1+ year supporting senior leadership (Senior Director level and above).
• 2+ years of experience working in a large, matrixed organization.
• 2+ years in a leadership role, with or without direct reports.
• Experience with travel coordination, expense reporting, procurement systems, and budget tracking.
• Strong organizational, communication, project management, and problem-solving skills.
• Demonstrated ability to manage multiple priorities independently while maintaining attention to detail.

Responsibilities

• Provide administrative support to department leadership and staff.
• Manage leadership calendars, including scheduling meetings, coordinating priorities, and maintaining calendar accuracy.
• Coordinate and maintain departmental calendar entries, including release schedules and key business milestones.
• Schedule and coordinate skip-level meetings and leadership engagement activities.
• Process and maintain departmental tracking systems and administrative records.
• Coordinate domestic and international travel arrangements for leadership and team members.
• Prepare, submit, and reconcile expense reports related to business travel, reimbursement requests, team-building activities, employee recognition and celebration events, and office supplies.
• Serve as a backup resource for office-wide travel coordination and support.
• Manage purchasing activities using corporate procurement systems, including PCard and iProcurement processes.
• Ensure purchases comply with corporate policies and approval requirements.
• Maintain and track departmental budgets and spending activities.
• Manage fiscal year tracking and reporting for departmental expenditures.
• Coordinate and facilitate approval workflows, including permissions approvals and related requests.
• Coordinate logistics and catering for departmental meetings and events, including Director staff meetings, Operations meetings, Department-wide meetings, and Technical and business review meetings.
• Manage meal and catering arrangements for local and remote employees.
• Research venues, restaurants, and activities for employee recognition events, anniversaries, and team-building activities.
• Partners with Office Administrator to plan and execute office-wide events and engagement initiatives.
• Support employee recognition programs and anniversary celebrations.
• Deliver communications and reminders to managers and leadership teams regarding employee milestones and recognition opportunities.
• Coordinate quarterly communication initiatives and team engagement activities.
• Serve as a backup administrator for office-wide communications and announcements.
• Maintain departmental tracking tools, spreadsheets, and reporting documents.
• Track team-building activities, budgets, procurement activity, and operational metrics.
• Compile information and reporting for leadership reviews and business operations.
• Ensure accuracy, organization, and timely maintenance of departmental records.

Benefits

• Competitive annual discretionary bonus program
• Opportunity for annual RSU grants
• Competitive benefits package designed to support your success at work, at home, and at play.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior