Department Support Assistant

Job Title -Department Support Assistant
Location - San Diego CA 92121
Duration - 6 Months
Shift - Mon-Fri, 40 hours a week

Job description: This is a highly paced group and strong candidate needed to start immediately

Calendar Management

• Manage and coordinate complex calendars using Microsoft Outlook.
• Schedule, organize, and adjust meetings while balancing priorities and resolving scheduling conflicts.
• Coordinate meeting logistics, including conference rooms, virtual meeting links, and attendee communications.

Travel Arrangements

• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Ensure travel plans align with company policies and business requirements.
• Provide support for travel-related changes and issue resolution.

Expense Management

• Prepare, submit, and track expense reports in a timely manner.
• Utilize Concur or similar expense management systems to process reimbursements and maintain accurate records.
• Assist with invoice processing and expense-related documentation.

Event Coordination

• Plan and coordinate team meetings, leadership meetings, off-sites, and department events.
• Manage logistics including venue coordination, catering, supplies, agendas, and attendee communications.
• Support successful execution of department activities and special projects.
• Customer and Executive Communications
• Serve as a professional point of contact for internal and external stakeholders.
• Draft, coordinate, and distribute meeting invitations, agendas, follow-up communications, and event correspondence.
• Support customer meetings by coordinating logistics, scheduling, and communication needs.

Additional Administrative Support

• Maintain department records, documents, and office supplies.
• Support special projects and administrative initiatives assigned.
• Demonstrate sound judgment, strong organizational skills, and the ability to work independently while managing multiple priorities.

Technologies: Outlook is a must, office 365 basics, and concur would be preferred

Required Education & Required Years of Experience:

• High School diploma or equivalent.
• 2+ year of Department Support Assistant or related work experience.

Physical Requirements (Lifting, outdoor work, travel): No heavy lifting or travel required

Driving Requirements:

• Personal Vehicle - there might be instances where the backfill would have to run errands, i.e pick up a lunch or go buy specific offices supplies