Sr. Administrative Assistant / Executive Assistant Level 3

Indotronix International Corporation•San Diego, CA

1d•Onsite

About The Position

Indotronix is seeking an Sr. Administrative Assistant / Executive Assistant Level 3 to provide comprehensive support. This is an onsite role located in San Diego, California, with a 1st Shift (9/80A) work schedule. The position requires 10% travel and does not require a security clearance.

Requirements

H.S. diploma or equivalent
Minimum of 5+ years' experience as a Sr. Level Administrative Assistant or Executive Assistant, supporting Managers and Directors.
Strong interpersonal, communication and organizational skills.
Ability to manage multiple concurrent and conflicting assignments.
Intermediate to High-level MS Office skills.

Nice To Haves

Strong ability to multi-task with competing priorities in a positive manner.
Ability to support a team scattered around multiple time zones.
Strong proofreading and document preparation skills.

Responsibilities

Proactively manage high volume calendars, prioritizing and scheduling recurring meetings, handling ad-hoc requests, monitoring upcoming needs, and resolving schedule conflicts.
Schedule meetings as requested for other assigned staff.
Support weekly, monthly, quarterly, and ad-hoc reporting and presentation requirements, including forecasting deliverables, collecting and summarizing data, preparing draft documents, planning and scheduling reviews, and facilitating timely submissions.
Make domestic and international travel arrangements and process expense reports in a timely manner for assigned staff.
Attend OU Operations and OU Business staff meetings, publishing agendas and following up on action items.
Plan, schedule, and lead quarterly all-hands meeting planning and execution for the OU, including drafting and finalizing presentation material, and coordinating IT, facilities, and other resources for events for 500+ local employees.
Coordinate OU remote office all-hands sessions.
Interface and coordinate with BU Executive Admin on calendar planning and business unit deliverable submissions.
Review, edit, and distribute internal announcements.
Support customer meetings and internal VIP meeting preparation, including meeting materials, event planning, facility tour readiness, and overall event coordination.
Arrange and execute support for a variety of internal on-site and off-site meetings, including conference room reservations and catering.
Manage the OU New Hire Welcome meeting/lunch program.
Respond to a wide variety of OU employee requests, providing direct support and/or resource referrals.
Manage and/or support special projects as assigned.
Provide back-up support for other administrative staff as needed.