Administrative Assistant

• 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 the committee, board and other meetings.
• Make arrangements for travel, planning meetings, etc.
• 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
• 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 employees
• 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
• 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
• 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
• 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 set up 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)
• 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

• High school diploma or GED required.
• 8-10 years of experience required.
• Experience working with executives required.
• Bilingual - English / Korean
• 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 are necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

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