Address
Form of work
SalaryAbout us:
One team. Global challenges. Infinite opportunities. At Viasat, we’re on a mission to deliver connections with the capacity to change the world. For more than 35 years, Viasat has helped shape how consumers, businesses, governments and militaries around the globe communicate. We’re looking for people who think big, act fearlessly, and create an inclusive environment that drives positive impact to join our team.
What you'll do: What you'll do
The Administrative Assistant is an integrated member of the organization and who is tasked with ensuring the efficient management and operations of the business areas run as smoothly as possible. We are self-motivated, innovative, professionals who work together to maintain the success of the team. This AA role requires a focused individual who is dedicated, calm under pressure, and takes initiative.
The list of duties listed below are not intended to be all inclusive but represent an overall picture of the types of tasks and responsibilities the admin group will be responsible for:
- Provide both management and general support assisting permanent and visiting personnel
- Collaborates with other AA's on the team and within the business area
- Experience with sophisticated calendar management
- Set-up of web-based meetings and VTCs with colleagues worldwide
- Coordination of travel planning and international visa applications
- Coordination of domestic and international expense reports
- IT and AV troubleshooting for staff and rooms
- Planning and coordinating frequent onsite catering requests
- Assists in logistics and implementing on-and offsite business events
- Ordering office supplies and handling purchasing card account
- Support facilities in space planning, building upkeep, identifying maintenance problems, furniture requests
What’s the day-to-day like for this candidate?
- We’re proud of our company culture and acknowledge the valuable contribution of our Executive and Administrative Assistants and recognize that our Admin Assistants play a vital role in serving as Viasat ambassadors.
Office Operations
- Work closely with manager on operational and business strategies in support of aligning the business area’s vision and goals
- Communicate all operating policies and/or issues/changes at department meetings to relevant parties to ensure successful business outcomes
- Perform general administrative tasks, including calendar management, correspondence, word processing, meeting minutes and actions, editing presentations, setting up conference calls and web-based meetings
- Organize and administer business area staff meetings, monthly business reviews and quarterly All Hands meetings with other departments; tasks include on-site facilitator, meeting communication, teleconference set up, calendar invitations, owning the creation/editing/formatting of PowerPoint presentation, SharePoint management for briefs, distribution lists, develop agenda, set-up and distribute surveys, arranging/hosting catering, etc.
- Contact company personnel at all organizational levels to gather information and organize meetings
- Assist in the logistics planning for internal and external phone calls and meetings, virtual and on-site
- Coordinate travel, expense reports, business supplies, book requests, swag, business cards
- Provide professional communication with customers on the phone and in person
- IT and AV systems troubleshooting for conference rooms, offices and individuals
Event Management
- Plan, coordinate and implement miscellaneous business area events for employees and customers (e.g. on/off-site lunches, conferences, happy hours, social activities, holiday parties, etc.).
- Explore opportunities to host events, lunch and learns, speaking engagements, etc.
- Coordinate business area teambuilding activities, on-site education classes etc. with internal and external partners
People & Culture
- Be a culture ambassador, ensuring the organization's mission, vision, and values translate effectively to all employees
- Coordinate as-needed support of onboarding for new hires, fellows, interns etc.
- Schedule orientation meetings for incoming new hires with business area team
- Provide information and support for employees such as benefits, timecards, ergonomics
- Assist the Talent Acquisition team as needed
Facilities, Security and Safety
- Submit work orders for Facilities team using web-based maintenance management system
- Monitor common areas (conference rooms, kitchenettes, restrooms, breakroom, printing stations, etc.) and coordinate with Facilities department or directly with janitorial company to ensure all areas are maintain in top-notch condition
- Support employee snack and coffee program by restocking snacks and coffee as needed and handling inventory with facilities rep
- Liaison with Copy Center on restocking office supplies, paper, and toner for copiers; order other supplies using corporate procurement system
- Provide as-needed support for space planning function, such as verifying seat assignments and coordinating minor moves
- Check in and/or escort visitors
- Coordinate and submit Visitor Access Requests and security clearances
- Implement visitor policies and protocols to business area hosts and customers
- Coordinate access to labs and restricted meeting rooms or spaces as needed
- 4+ years in an Administrative Assistant role or equivalent work experience, preferably for senior-level manager and/or large department
- Excellent oral/written communication skills
- Ability to successfully manage workload while addressing numerous interruptions and unforeseen events
- Work gracefully under pressure with little supervision
- Excellent organization skills and initiative with the ability to effectively plan and prioritize, including the ability to concurrently manage various deadline-driven tasks from multiple sources, maintaining composure and attention to detail
- Outstanding interpersonal and customer service skills with the talent to interface effectively and courteously with personnel and external contacts from various cultures and at all levels
- Ability to work in a multifaceted environment independently and on a team across multiple locations
- Highly motivated with skills to learn quickly and independently
- Ability to make recommendations that effectively resolve issues by using judgment that is consistent with standards, practices, policies, procedures, regulation and state and federal law
- Ability to handle sensitive information with professionalism and confidentiality
- Excellent verbal and written communication skills
- Strong organizational and time management skills
- US government position; US citizenship required
- Full Time On-site in Carlsbad, CA
- Advanced experience in Microsoft Office Suite and Adobe Acrobat, including PDF editing
- Current advanced use of Oracle, Sharepoint, Concur, Coupa and web-based conference tools such as Zoom, Lync, Jabber, and Slack.
- Previous Administrative Assistant experience with a government industry global organization
- Bachelor's degree or equivalent combination of education and experience
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.
