Sr. Administrative Assistant / Executive Assistant Level 3

Indotronix International Corporation•San Diego, CA

1d•Onsite

About The Position

Indotronix is seeking a Sr. Administrative Assistant / Executive Assistant Level 3 for an onsite, 12-month contract position in San Diego, California. The role supports managers, directors, assigned staff, and the OU leadership team with calendar management, reporting, travel, meetings, events, communications, employee requests, and special projects. The work shift is 1st Shift (9/80A). No security clearance is required.

Requirements

High school diploma or equivalent.
At least 5 years of experience as a senior-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 Microsoft Office skills.

Nice To Haves

Ability to multitask effectively and maintain a positive manner when handling competing priorities.
Ability to support a team distributed across multiple time zones.
Strong proofreading and document-preparation skills.

Responsibilities

Proactively manage high-volume calendars, prioritize recurring meetings, handle ad-hoc requests, monitor upcoming needs, and resolve schedule conflicts.
Schedule meetings for other assigned staff.
Support weekly, monthly, quarterly, and ad-hoc reporting and presentation requirements by forecasting deliverables, collecting and summarizing data, preparing draft documents, scheduling reviews, and facilitating timely submissions.
Arrange domestic and international travel and process expense reports for assigned staff.
Attend OU Operations and OU Business staff meetings, publish agendas, and follow up on action items.
Plan, schedule, and lead quarterly OU all-hands meeting planning and execution.
Work with the leadership team to draft and finalize presentation materials and coordinate IT, facilities, and other resources for events serving more than 500 local employees.
Coordinate all-hands sessions for OU remote offices.
Coordinate with BU Executive Admin on calendar planning and business unit deliverable submissions.
Review, edit, and distribute internal announcements.
Support customer and internal VIP meetings, including meeting materials, event planning, facility-tour readiness, and overall event coordination.
Arrange and support internal and off-site meetings, including conference room reservations and catering.
Manage the OU New Hire Welcome meeting and lunch program.
Respond to OU employee requests by providing direct support or appropriate resource referrals.
Manage or support special projects as assigned.
Provide backup support for other administrative staff as needed.