Department Support Assistant

Vndly•San Diego, CA

3d•Onsite

About The Position

We are looking for a detail-oriented and proactive Administrative Support Assistant who thrives in a fast-paced, dynamic environment. The ideal candidate is highly organized, service-oriented, and capable of managing multiple priorities while maintaining accuracy and professionalism. In this role, you will work closely with executive assistants and senior leaders within the business unit, handling sensitive information and ensuring smooth day-to-day operations. Strong judgment, discretion, and attention to detail are essential for success.

Requirements

Strong verbal and written communication skills.
Excellent time management and prioritization abilities.
Strong attention to detail with the ability to proofread documents.
Ability to manage confidential and sensitive information with discretion.
Effective problem-solving skills to resolve scheduling or logistical challenges.
Ability to multitask and work in a fast-paced environment.
Proficiency with Microsoft Office Suite: Microsoft Word Microsoft Excel Microsoft Outlook Microsoft Teams Microsoft PowerPoint

Nice To Haves

Experience with expense reporting tools such as SAP Concur is a plus.

Responsibilities

Manage calendars and coordinate appointments and meetings.
Resolve scheduling conflicts and communicate updates with meeting participants.
Arrange domestic and international travel, including booking flights, hotels, and transportation.
Assist with travel documentation such as visas when required.
Prepare and submit expense reports in accordance with company travel policies.
Ensure all required receipts and documentation are included for approvals.
Reconcile corporate purchasing card (P-Card) transactions.
Order office supplies and support general office operations.
Coordinate meeting logistics including room setup, catering, and materials.
Manage lunch orders, coffee, snacks, and occasional last-minute food pickups.
Assist with visitor support including on-site badging and escorting guests.
Provide backup support for executive assistants during vacations or absences.
Submit facility requests such as janitorial services or special setup needs.
Assist with team events, special projects, and other administrative tasks as assigned.