Administrative Assistant 4 (# 7340)

Summary:

·         We’re in search of Administrative Assistant 4. Must be Bilingual (Korean) and Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Perform general office management and administration duties for the executive staff and the department, including mail, courier shipments, copies, printing, office setup, etc.

Here are some of the specific details:

Job Title: Administrative Assistant 4

Location: San Diego, CA 92121 Onsite

Duration: 12+ Month contract

Status: (Onsite)

Summary: 

·         The main function of an administrative assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office. 

Job Responsibilities:

·         Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

·         Review and approve invoices, reports, memos, letters, financial statements, and other documents.

·         Review and approve corporate documents, records, and reports.

·         Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

·         Prepare agendas and make arrangements for committee, board and other meetings.

·         Make arrangements for travel, planning meetings, etc. 

Skills:

·         Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.

·         Strong ability to work independently and manage one's time.

·         Strong ability to keep information organized and confidential.

·         Strong ability in event planning.

·         Strong leadership and mentoring skills necessary to provide support and constructive performance feedback.

·         Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint. 

Education/Experience:

·         High school diploma or GED required.

·         8-10 years experience required.

·         Experience working with executives required.

KEY RESPONSIBILITES/REQUIREMENTS:

HQ Visitor Support

·         Provide general information to HQ visitors and assist with reservations and extension of lodging and transportation

·         Support visitors with hotel, transportation, meal/snacks, and any other emergencies on their behalf

·         Prepare meeting facility to have meeting with HQ or 3rd party vendor in real time

Resource Related

·         Maintain, track, and create reports for departmental resources (regular full time, outsourcing, HQ visitors and other visitors as needed). Create weekly resource HC and visitor HC reports

·         Provide support to new hires upon arrival such as seating arrangements, desk phone, mobile phone, if needed; asset acquisitions, request IT assets via GHR for employee

·         Provide name tags for new hires and recollect for terminations

·         Check with manager on asset return process going correctly when employee (RFT/Dispatcher/Vendor resource) leaves company

·         Support and follow up on all 3rd party vendor new hire approvals/termination requests to HRBP, GHR Vendor Support, and Security

Finance Related

·         Assist Dispatcher to manage entertainment/social event budget & reimbursement needs

·         Purchase items for department such as but not limited to testing equipment, services, low value assets, office supplies, etc. for all employees (Dispatcher & RFT) and make sure items have been received by the requester

·         Purchase snacks, refreshments, and meals as needed by department

·         Create RMS PUMIs and KNOX PUMIs as needed for the department ex) low value assets, FOC, samples, repair and construction, lost property, immigration related, etc.

·         Analyze San Diego Lab expenses on a monthly basis

General Support

·         Assist in event planning including scheduling, catering, setting up, and breaking down

·         Perform general office management and administration duties for the executive staff and the department, including mail, courier shipments, copies, printing, office setup, etc.

·         Assist as needed in preparing reports when hiring manager needs certain information to be analyzed and provide information to customers, internal employees, and share company communications

·         Coordinate and support HR related activities and events (DOS, Flu shots, Massages, other HR events as requested)

·         Serve as site emergency coordinator

Office Related

·         Communicate with GA for all facility inquiries, office construction, and submit work orders for office & janitorial improvements. Communicate with building management for vendor approvals as needed

·         Lead and coordinate office space management and internal/relocation moves with GA and Leaders

·         Check projector status in Video conference rooms. Assist on how to setup Video conferences for users

·         Maintain network access, applications, and printing, and resolves network difficulties via respective channels (IT, etc.)

·         Coordinate with IT POC and support in uptake of servers/desktop stations/network

·         Organization of server/IT room (as clean as possible)

Asset Related

·         Order sample devices and register on NASMS except the case of carrier lab entry for getting TA approval

·         Support lost asset audit with Finance team by locating and confirming asset tag number

·         Submit investment PUMIs for asset purchases

·         Support in any hiring manager demands

Top skills: 

·         Must be Korean-English Bilingual

·         Excel Skill

·         Communication Skill 

A reasonable, good faith estimate of the minimum and maximum for this position is $28 to $29/hour

Benefits will also be available and details are available at the following link: https://britehr.app/HarveyNashContractorsNH2025 

I am looking forward to speaking with you today.

About us:

Harvey Nash is a national, full-service talent management firm specializing in technology positions. Our company was founded with a mission to serve as the talent partner of choice for the information technology industry.

Our company vision has led us to incredible growth and success in a relatively short period of time and continues to guide us today. We are committed to operating with the highest possible standards of honesty, integrity, and a passionate commitment to our clients, consultants, and employees.

We are part of Nash Squared Group, a global professional services organization with over forty offices worldwide.

For more information, please visit us at https://www.harveynashusa.com/

Thanks & Regards,

Sateesh Podishetty

Sr. Recruiter

sateesh.podishetty@harveynash.com