Administrative Support Specialist

Position Summary: The Administrative Support Specialist will work as an integral member of the executive administration support team. The primary responsibilities of this role involve providing comprehensive administrative support to site leadership and departments including, but not limited to, calendar management, arranging travel, preparing expense reports, preparing meeting agendas, managing distribution lists, coordinating workstation assignments, and other functions in support of a successful general administrative function at the Company. This role also serves as back-up and surge support to the Corporate Executive Assistant. Handle confidential and non-routine information for the individuals and groups supported.
Essential Functions/Major Responsibilities:
1. Schedule, organize and maintain activities such as professional calendars, meetings (both in-person and virtual), booking conference rooms, arranging and delivering lunches.
2. Coordinate complex international and domestic travel arrangements including preparation of detailed itineraries and coordinating with various sites, as requested/needed.
3. Partner with procurement to prepare purchase requisitions, purchase orders, check requests, and invoice transmittal and approval.
4. Serve as a positive and supportive presence on-site and virtually to support organizational and department interactions and collaborations from all departments.
5. Greet and escort visitors to internal contacts.
6. Facilitate the IT requirements and workstation setup for new employees, and coordinate onboarding requirements with HR, IT and facilities.
7. Monitor, order and maintain office and facilities supplies with company accounts. Serve as vendor liaison – communicate with service providers for cleaning, HVAC, security, and other facility needs.
8. Assist in tracking facility expenses and process invoices for payment.
9. Provide assistance on various projects to include support planning and execution of site employee activities and events. Book conference or meeting rooms, order food, coordinate beverages, arrange for set up AV equipment, and coordinate logistics for facility-related meetings or events.
10. Support communication through material preparation such as memos and presentations.
11. Provide back-up and surge support for Corporate Executive Assistant, preparing press releases, Nasdaq notifications and interaction with Board of Directors to include coordinating Board of Directors travel and meetings, and coordinating executive and Board meetings.
12. Anticipate needs to ensure smooth operation of the general administrative function at the Company.
13. Other Support function as assigned.
Supervisory Responsibility: None
Qualifications:
Education
- HS Diploma or equivalent is required, college-level course work is preferred.
Experience

- Minimum of five years of progressive experience in a professional senior-level administrative role in support of management or executive leaders in a fast-paced environment, preferably in a global technology company.
Required Knowledge, Skills, and Abilities

- Proven advanced proficiency in Microsoft Word, Excel, PowerPoint and virtual collaboration tools (e.g., Microsoft Teams, Zoom, etc.) Visio Software a plus.
- Effective written and verbal communication skills, strong interpersonal and problem-solving abilities, and facilitation skills are a necessity along with the ability to build collaborative relationships with management, other support staff and employees.
- Must be able to prioritize and multi-task, work effectively with little or no direction and to be comfortable handling last minute requests while staying focused in stressful situations.
- Possess exceptionally high EQ, professional presence, maturity and dependability.
- Must be results oriented, have a high degree of motivation, organizational and time-management skills.
- Demonstrated ability to maintain a high degree of confidentiality, while exercising tact and diplomacy in managing highly sensitive and privileged information.
- High degree of integrity, strong work ethic, organized, punctual, deep sense of accountability with the desire and ability to continuously improve with an openness to taking on new responsibilities as needs change and new requirements develop.
- Availability to support general administrative needs off hours and weekends upon request, working from home / remotely to ensure business continuity.
Job Conditions/Physical Demands: Full-time work in the Cohu Poway office through December, then Rancho Bernardo from that location on. Ability to sit at desk for prolonged periods; use of computer keyboard, telephone.
Protective Devices Required: In designated areas.