Administration Support

Job Summary:

The Administration Support role will assist the San Diego team in preparing for meetings, setting up catering, coordinating facilities needs and collecting the mail. The role involves support responsibilities for a variety of teams and departments. Role will receive detailed instructions on all work.

The Administration Support role will work under close supervision and direction. 

Essential Job Duties and Responsibilities: 

• Performs a variety of administrative duties in accordance with established policies, procedures, systems, guidelines, and objectives. 

• Assist the San Diego office team with project coordination and strategic planning activities for resources and facilities. 

• Assists with internal and external mail for all San Diego based teams. 

• Be the point of contact for all shipping and receiving needs for the local team.  

• Support project process improvement and drive improved operating efficiencies. 

• Coordinate project-related paperwork by ensuring all necessary materials are current, properly filed, and stored. 

• Prepare project proposals, memos, meeting minutes, and emails; final product will be reviewed by supervisor. 

• Support the administration of programs in accordance with the contract, policies, procedures, and department instructions. 

• Produce regular resource allocation reports and support corporate reporting processes. 

• Coordinate office activities and operations to secure efficiency and compliance with company policies. 

• Manage phone calls and correspondence (e-mail, letters, packages, etc.). 

• Create and update records and databases with all project-related data, financial, and other data. 

• May make reservations and travel arrangements. 

• Other duties as assigned. 

Skills and Qualifications: 

• High school degree/diploma, or equivalent, plus a minimum of one year of experience performing administrative duties. 

• Strong organizational and multitasking skills. 

• Excellent communication and interpersonal abilities. 

• Proficiency in project management software and tools. 

• Ability to work under pressure and meet tight deadlines. 

• Attention to detail and problem-solving skills. 

• Previous experience in administration support or a similar role is preferred. 

•  Ability to follow written and verbal directions.  

• Ability to perform administrative work requiring a high degree of accuracy.  

• Ability to prioritize work, complete multiple tasks and work under deadlines.  

• Ability to work at a computer for extended periods of time.  

• Good oral and written communication skills. 

The description provided above is not intended to be an exhaustive list of all job duties, responsibilities and requirements. Duties, responsibilities and requirements may change over time and according to business need. 

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