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Administrative Assistant 4, Administration

Location: Irvine, CA, United States 
Req ID: JR-0000027822

Description

  • Supports a large department and VP level executives.
  • Work on special projects, interacting with high-level contacts internally or externally.
  • Itemize, track and maintain status for project logs.
  • Assist with development and enhancement of Corporate presentations for executives.
  • Research, compile and proof complex word processing assignments including letters, reports, graphs and presentations using document, spreadsheet and graphics/PowerPoint software.
  • May at times screen phone calls and take messages.
  • Arrange conference calls regularly, usually with multiple parties in multiple time zones.
  • File, schedule appointments and manage calendar for leaders, make travel arrangements and order office supplies.
  • Prepare purchase orders, check requests, expense reports, travel authorization requests and sort mail.
  • Provide information on organization policies and procedures. Under the direction of manager, prepare departmental organization charts.
  • In advance of group meetings, ensure meeting room is properly equipped and materials are prepared.
  • Arrange catering for meetings as directed. Assist with videoconference operations.
  • Perform complex analytical tasks, and use organization and planning abilities to maintain a dynamic and changing set of priorities.
  • Operate with enthusiasm and flexibility in a fast-paced and dynamic organization.  Partner well with others by forging strong relationships.
  • Ensure work space, equipment and supplies are in order for new hires.
  • Serve as back-up for other admins on vacation, sick or on leave.
  • Other duties as required as needed given WD’s dynamic business environment.

Qualifications

REQUIRED:

  • Associate Degree (AA) required, Bachelors preferred.
  • 5+ years’ experience in an Administrative role
  • High degree of confidentiality required

PREFERRED:

  • Experience creating and/or supporting presentation development for senior management
  • Experience managing multiple calendars
  • Proactive and organized with a high attention to detail

SKILLS:

  • Professional demeanor and excellent customer service skills
  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills
  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
  • Ability to anticipate needs as well as foresee and prevent problems by taking action.
  • Excellent written and verbal communication skills.
  • Motivated to work in a fast-pace environment and ability to prioritize proactively, with a sense of urgency
  • History of creative problem solving skills, with the ability to work well collaboratively and under pressure
  • Strong proficiency in MS office, including Excel, PowerPoint and Word