Job Title: Department Support Assistant (Intermediate)
Location: San Diego, CA (100% Onsite)
Pay Rate: $26 / hr (W2 Non-Exempt)
Duration: (6 Months, Contract, 40 hrs/wk)
Position Summary:
Seeking a highly organized, proactive Department Support Assistant to provide administrative and operational support to a fast-paced team at San Diego campus. This critical role manages complex calendar scheduling, high-volume travel arrangements, expense processing, and event logistics in a dynamic environment.
Key Responsibilities:
Calendar & Meeting Management: Coordinate and adjust complex Microsoft Outlook calendars, resolve scheduling conflicts, and manage end-to-end meeting logistics (conference rooms, Teams links, agendas).Travel Coordination: Arrange domestic and international travel itineraries (flights, hotels, ground transport) in alignment with corporate policies, ensuring fast turnaround on changes.
Expense Reporting: Prepare, submit, and reconcile monthly expense reports and invoices accurately using Concur.
Event & Department Support: Organize team off-sites, leadership meetings, catering, and venue arrangements; maintain department records and manage office supply inventories.
Stakeholder Communication: Serve as a professional point of contact for internal/external leaders, drafting clear event correspondence and executive invitations.
Local Errands: Occasionally utilize personal vehicle for local department errands (e.g., picking up team lunches or specific supplies).
Required Qualifications
Education: High School Diploma or equivalent required.
Experience:
2+ years of administrative, executive support, or department support experience in a corporate or fast-paced setting. Travel Management: Hands-on experience coordinating high-volume domestic/international corporate travel.
Technical Skills:
Proficiency in Microsoft Outlook (advanced calendar management) and Office 365 suite; experience with Concur is strongly preferred. Logistics: Must possess a valid driver’s license and personal vehicle for occasional local errands.
