Administrative Assistant

US - CA - Irvine, US - CA - San Diego Ref #8271 18-Mar-2021

Job description

Bigger challenges. Bolder ideas. Global impact. At Viasat, we’re on a mission to deliver connections with the capacity to change the world. We’re the company behind the world’s fastest satellite internet service, with technology that’s helping to bridge the digital divide and improve life for our customers around the globe. By providing powerful new ways for people to connect with one another, gain greater access to education, entertainment, medical research, commerce, and much more, our team is empowering millions of customers worldwide.  

We’re looking for passionate, innovative professionals to join our team and connect the world to more. You’ll work in a collaborative and inclusive environment that values diverse perspectives and continuous learning, and provides industry-leading benefits with unmatched opportunities for career growth. Our team is fearless in pursuit of new ideas and uncompromising in our quest to become the world’s first truly global Internet Service Provider. Interested in joining our mission? Take a look at career opportunities at Viasat today.

Job Responsibilities

In this role, you will be tasked with ensuring that the services enterprise group runs as smoothly as possible. We are a self-motivated, collaborative, integrated team that requires an energetic individual with considerable initiative, communication skills and discernment. With your superb customer service and excellent communication skills you can take on any challenge, and flexible and adapt quickly while maintaining motivation, composure, and professionalism. You are confident and pride yourself on your ability to maintain poise and tact in all your daily interactions. Your high energy and ability to quickly prioritize and complete tasks, combined with proficiency to follow-through on commitments and anticipating needs, will be keys to your success. Your attention to detail and ability to multi-tasking will help you manage the logistics of accomplishing wide-ranging responsibilities.

We are proud of our company culture and acknowledge the valuable contribution of our Administrative Assistants and recognize that our team plays a crucial role in serving as Viasat ambassadors.

Responsibilities will include:

Office Operations

  • Communicate all operating policies and/or issues/changes at department meetings and to relevant parties to ensure a successful business
  • Perform general administrative tasks, including calendar management, correspondence, meeting minutes and actions, editing presentations and setting up conference calls and web-based meetings
  • Contact company personnel at all organizational levels to gather information and organize meetings
  • Coordinate travel, submit expense reports, order, and distribute supplies
  • Work closely with the IT Department on equipment requests (i.e., computer, laptop, monitors, etc.)
  • Organize and administer business area staff meetings, monthly reviews and quarterly All Hands meetings with other departments.
  • Act as lead in the creation/editing/formatting of PowerPoint presentation, SharePoint management for briefs, distribution lists.

Event Management

  • Coordinate and execute miscellaneous business area events for employees and customers
  • Find opportunities to host events, lunch and learns, speaking engagements, etc.
  • Plan business area teambuilding activities, on-site education classes, etc. with internal and external partners

People & Culture

  • Be a cultural ambassador, ensuring the organization's mission, vision, and values translate effectively to all employees
  • Coordinate as-needed support of onboarding for new hires, fellows and interns, and schedule business area orientation meetings
  • Assist the Talent Acquisition team as needed with coordinating and scheduling interviews, and act as liaison to employees for issues such as benefits, timecards & ergonomics

Facilities, Security and Safety

  • Submit work orders for Facilities team using web-based maintenance management system, and manage common areas (conference rooms, kitchenettes, restrooms, break room, printing stations, etc.) and coordinate with Facilities department or directly with janitorial company to ensure all areas are maintained
  • Act as liaison with Copy Center on restocking office supplies, and maintain stock on supplies using the corporate procurement system
  • Provide support for space planning, such as verifying seat assignments and coordinating minor moves
  • Create and submit Visitor Access Requests and security clearances, and check-in and/or escort visitors
  • Ensure visitor policies and protocols are provided to business area hosts and customers
  • Coordinate access to labs and restricted meeting rooms or spaces as needed



Requirements
  • 4+ years' demonstrated experience in office administration, operations, or similar work capacity
  • Outstanding interpersonal and customer service skills to interface effectively and professionally with personnel and external contacts at all levels
  • Excellent organization skills to effectively plan and prioritize, including the ability to concurrently handle deadline-driven tasks from multiple sources, maintaining composure and attention to detail
  • Ability to work in a dynamic environment independently and on a team across multiple locations
  • Demonstrated success in working strategically with people at all management levels
  • Validated experience working with sensitive information requiring a high level of discretion
  • Self-directing and able to manage time and workload effectively
  • Solid verbal and written communication skills.
  • Proficient in Microsoft Office Suite, and web-based conference tools and systems (JIRA, CONCUR, ZOOM, SharePoint, Oracle, Slack)
  • Associate degree or equivalent experience
  • U.S. Government position - U.S. Citizenship required
  • Active DoD Secret Clearance or ability to obtain
  • Must be willing to work on-site at our corporate headquarters in Carlsbad, CA
  • Ability to travel up to 10%


Preferences
  • Bachelor's degree
  • Familiarity with business and financial principles
  • Active DoD Secret Clearance

To learn more about this site and other office locations, please click here!

Additional Requirements and information

Minimum education:

AA/AS or equivalent experience

Years of experience:

4-6 years

Travel:

Up to 10%

Citizenship:

US Citizenship Required

Clearance:

Must be able to obtain a United States Secret Clearance

Worker Classification:

Employee

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Viasat is proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ancestry, physical or mental disability, medical condition, marital status, genetics, age, or veteran status or any other applicable legally protected status or characteristic.

If you would like to request an accommodation on the basis of disability for completing this on-line application, please click here.