Administrative Assistant 3 Jobs

Administrative Assistant 3Title: Administrative Assistant 3 Location: San Diego, CA 92121 Pay Rate: Negotiable Duration: 9+ Months (Possibility of Extension) Schedule: 9x80 A TRAVEL: 10% of the timeJob Description:- Provide administrative support to assigned members of the Structures Operating Unit (OU) leadership team.- Proactively manage high-volume and complex calendars, including recurring meetings, ad-hoc requests, schedule conflicts, and changing priorities.- Schedule meetings for assigned leadership and staff while monitoring upcoming requirements and deliverables.- Support weekly, monthly, quarterly, and ad-hoc reporting and presentation requirements.- Forecast deliverables, collect and summarize data, prepare draft documents, coordinate reviews, and ensure timely submissions.- Make domestic and international travel arrangements and process expense reports in a timely manner.- Attend OU Operations and Business staff meetings, prepare and publish agendas, and follow up on action items.- Plan, schedule, and lead quarterly all-hands meeting activities, including coordination of presentations, IT, facilities, and other resources for events supporting 500+ local employees.- Coordinate all-hands sessions for remote offices.- Interface with Business Unit Executive Administrators regarding calendar planning and business deliverables.- Review, edit, and distribute internal announcements and communications.- Support customer meetings and internal VIP meetings, including preparation of meeting materials, event planning, facility tours, and overall event coordination.- Coordinate internal and external meetings, including conference room reservations, catering, and other logistical requirements.- Manage the OU New Hire Welcome meeting/lunch program.- Respond to employee requests and provide direct administrative support or appropriate resource referrals.- Manage and support special projects as assigned.- Provide backup administrative support to other administrative staff as needed.Basic Qualifications:- High School Diploma or equivalent.- Minimum 5+ years of experience as a Senior Administrative Assistant or Executive Assistant supporting Managers and Directors.- Strong interpersonal, communication, organizational, and time-management skills.- Ability to manage multiple concurrent assignments and conflicting priorities.- Intermediate to high-level proficiency with Microsoft Office applications.- Strong ability to work independently, exercise judgment, and take initiative.Preferred Qualifications:- Strong ability to multitask and manage competing priorities in a positive and professional manner.- Experience supporting teams distributed across multiple time zones.- Strong proofreading, editing, and document preparation skills.- Experience with executive-level calendar management and meeting coordination.- Experience coordinating large-scale meetings, events, or all-hands sessions is a plus.