Administrative Assistance Specialist

Primary Purpose

This position administers a range of administrative services with full proficiency, anticipating routine needs and improving standard processes. Coordinates cross-functional logistics, documents, and communications so teams meet deadlines and compliance requirements. Supports Sempra's Controller & Chief Accounting Officer's teams, including the Assistant Controller, corporate accounting, SEC financial reporting, and accounting research teams.

Duties And Responsibilities

• Assists with setting up new vendors, creating new or increasing balances on existing POs, monitors contract renewals, tracks purchase requisitions, invoices and payments.
• Assists with logistics for onboarding, offboarding and transferring employees.
• Uses business applications, including Ariba, SAP, SHOP Ordering, Access Manager, MyTime, AgileOne, DocuSign, Microsoft 365, and more.
• Operates printers, copy machines, and scanners.
• Owns end-to-end meeting coordination for cross-functional stakeholders, including agendas, minutes, follow-ups, and action tracking.
• Builds and maintains structured electronic records and retention folders that meet policy requirements.
• Prepares draft spreadsheets, trackers, and basic dashboards from source data for manager review.
• Serves as the primary contact for vendors for routine office services and supplies, ensuring cost-effective reorders.
• Supports small event logistics (internal workshops, town halls) and coordinates attendee communications.
• Triages and resolves routine inquiries from employees or external parties, escalating nonstandard requests.
• Performs other duties as assigned.