POSITION SUMMARY:

Responsible for performing advanced, diversified and confidential executive administrative support for the assigned executive and other key department management under minimal supervision and direction. Serves as lead role/coordinator of the department including developing and coordinating administrative processes/procedures and overseeing administrative functions for the overall team to ensure appropriate coverage and backup.

KEY DUTIES/RESPONSIBILITIES:

• Performs various advanced administrative duties requiring sound judgment, technical and business acumen, tact and a detailed knowledge of company operation processes; anticipates, organizes and prioritizes assignments; takes initiative to follow-through on key issues and on pending matters. Screens and directs incoming calls and mail; handles inquiries and/or transfers calls to appropriate personnel; follows up with other departments to ensure that requests are carried out; questions information, suggests alternative approaches, and uses authority to take action as appropriate; ensures an efficient and organized workflow process. Proactively challenges data, as well as established procedures and guidelines; takes initiative to establish and implement new procedures, processes and approaches. Researches, compiles and summarizes data for preparation of various reports/projects and is proactive in providing input and communicating status and/or recommendations as needed.

• Interacts and assists executive management with sensitive and confidential issues on a regular basis; prepares, reviews and follows-through on documents, notifies appropriate parties, schedules meetings and other tasks as requested. Reviews materials for accuracy and ensures timely and accurate flow of information among all parties. Keeps apprised of Company information; alerts executive or other parties of significant issues. Creates charts, presentations, prepares graphics slides, merges files, and modifies, creates and maintains databases.

• Composes and prepares correspondence and memoranda, presentation materials, financial reports, and spreadsheets from verbal/written direction or general guidelines using various MicroSoft applications (Word, Excel, and Powerpoint); ensures the accuracy and timeliness of all documents. Reviews incoming correspondence; takes initiative to handle inquiries/information within approved scope of authority to conserve executive’s time, including being proactive in evaluating requests and determining appropriateness of forwarding issues to other personnel/departments for resolution.

• Coordinates executive’s calendar for meetings, conference calls, events, etc., including: monitors and apprises executive of daily calendar events; prepares agenda, makes timely and accurate changes to calendar; ensures appropriate timing of conferences/calls and timing between meetings; takes initiative to rearrange events based on priority or availability of participants; calendars all meetings. Coordinates travel plans and prepares expense reports. Coordinates department meetings including: coordinates meeting dates; researches and selects location; plans and communicates agenda/events; negotiates costs; prepares presentation materials; attends meetings to ensure meeting runs as scheduled; researches and plans entertainment functions, meals and refreshments. Responds to questions or redirects to appropriate personnel as necessary.

• Coordinates and prepares department budget; tracks expenses, identifies variances to statements, and researches/resolves discrepancies; initiates expense reimbursements; reconciles expenses to budget each period. Provides management with periodic summary, detail and budget re-forecast reports and creates accompanying spreadsheets and invoices.

• Provides oversight and work direction for department’s administrative support functions. Interacts on a regular basis with executive management staff. Manages a variety of other projects relating to or involving the office of the executive; compiles data, verifies accuracy, and processes orders accordingly; maintains, updates, and runs summary reports.

• Performs other related duties, tasks and responsibilities as required, assigned and directed.

QUALIFICATIONS:

Education - High school diploma, G.E.D. or equivalent required; some college level business courses or vocational t raining helpful. Associate’s or bachelor’s degree preferred.

Experience - 6-8 years responsible administrative experience in a large size business supporting multiple managers and 2-3 years supporting executive level management.

Skills/Knowledge/Abilities -

• Excellent oral and written English communication, organization, and interpersonal skills.

• Excellent spelling, grammar, punctuation, and telephone skills.

• Ability to type 60-70 wpm.

• Advanced knowledge and proficiency with Microsoft Office Suite applications (Word, Excel, PowerPoint and Explorer).

• Thorough knowledge of voice mail and e-mail systems.

• Demonstrates integrity and ethical behavior.

Requirements - Ability to operate a computer keyboard and mouse. Work is typically sedentary, but may require approximately 20-25% of time walking/standing.

The range for this position is $34.90 - $48.85 (non-exempt) and is based on an employee located at our corporate headquarters in San Diego. If the candidate is hired in a different city to work remote, we will apply a geographic pay differential based on the cost of labor in the market in which the employee resides.