We are looking for a highly organized Sr. Administrative Assistant to support senior leadership in San Diego. This contract opportunity with permanent potential is ideal for someone who thrives in a fast-paced setting, can manage shifting priorities with confidence, and brings strong judgment to complex scheduling and administrative coordination. The right candidate will keep executives prepared, streamline day-to-day operations, and create structure across travel, reporting, and follow-up activities.
Responsibilities:
- Oversee complex executive calendars, arrange meetings, and adjust schedules quickly to accommodate changing priorities and time-sensitive requests.
- Act as a key point of coordination for leadership by assessing incoming requests, resolving scheduling overlaps, and elevating urgent matters appropriately.
- Plan domestic business travel by researching options, securing flights, hotels, and ground transportation, and assembling complete itineraries in advance.
- Provide broad administrative support by organizing files, maintaining documentation, and improving workflows that reduce interruptions for senior leaders.
- Assist with expense administration, including compiling records, reconciling details, and supporting financial tracking through QuickBooks and Excel.
- Document meeting outcomes, maintain action-item lists, and monitor deadlines to help drive timely follow-through across teams.
- Prepare and update spreadsheets, trackers, and reports that improve visibility into projects and administrative processes.
- Support conference call coordination and related logistics to ensure meetings run smoothly and participants are aligned.
- Help manage administrative records related to HR and business operations with accuracy, consistency, and attention to detail.
- Demonstrated experience supporting senior executives or leadership teams in an administrative capacity.
- Strong background in calendar management within a high-volume, fast-moving environment.
- Proven ability to coordinate domestic travel arrangements and build well-organized itineraries independently.
- Proficiency in Microsoft Excel for tracking data, maintaining reports, and organizing information effectively.
- Experience handling expense reporting, reconciliation, or related financial administrative work; QuickBooks familiarity is preferred.
- Excellent organizational skills with the ability to manage multiple deadlines, frequent changes, and competing demands.
- Clear written and verbal communication skills, including the ability to document meeting notes and follow up on action items.
- Ability to exercise sound judgment, maintain discretion, and serve as a dependable support partner to leadership.