Executive Administrative Assistant Job Listing at Kelly Services in Irvine, CA (Job ID US3628986_BH10037441)

Description

Executive Administrative Assistant – Irvine, CA

Kelly Outsourcing Consulting Group KellyOCG , a managed solution provider and business unit of Kelly Services, Inc., is currently seeking an Executive Assistant for a long-term engagement at one of our Global clients in Irvine, CA. This role is a full-time, fully benefited position.
As a KellyOCG employee you will be eligible for Medical, Dental, 401K and a variety of other benefits to choose from. You ll also be eligible for paid time off, including holiday, vacation and sick/personal time. All KellyOCG employees receive annual performance reviews.

Title: Executive Assistant
Location: remote (prefer East Coast time zone)
Pay: $50hr; plus benefits and PTO
Hours: M-F 8 hour day shift,
Duration: Long term contract

Responsibilities:

• Administrative Operational Support Coordinate domestic and international travel, complete expense reports, and manage logistics.
• Manage calendar of Sr Director.
• Maintain and manage Showpad, SharePoint, and Microsoft Teams sites, ensuring accurate and timely uploading of assets.
• Process purchase orders POs , requisitions, invoices, and manage related databases.
• Coordinate agreements and contracts with vendors in compliance with company policies.
• Manage TAP Team master budget and support financial processes including accounts payable and project budgets.
• Manage Workday, IT, and certain HR requests for department people leaders as it relates to onboarding and movement of personnel.
• Meeting Event Coordination
• Facilitate internal meetings, including scheduling, preparing agendas, managing attendance, and logistics of venue and travel.
• Provide on-site support for key meetings and conferences.
• Draft meeting minutes, summaries, and distribute notes from bi-weekly team calls and weekly leadership calls.
• Coordinate sponsorships, exhibits, displays, and payments for trade shows and conferences.
• Support event logistics for TAP Summit, Kick-Off Breakouts, HRS, and field events e.g., Exhibit Kits, My Health Can't Wait.
• Marketing Communication
• Manage and maintain the monthly TAP marketing newsletter, sharing key updates, best practices, and team highlights as directed by TAP Leadership.
• Assist in the copy review process by maintaining claims matrix and facilitation of the copy review process.
• Manage literature store additions, reprints, and user management.
• Manage GSAA Doctor Finder database: validate, correct, and publish physician information.
• Team Stakeholder Engagement
• Maintain and update distribution lists, organizational charts, and field alignment rosters.
• Assist in drafting correspondence, presentations, and internal communications.
• Support employee recognition programs Spotlight, Credo, Winning Spirit, Inspire and facilitate production of physical awards as needed.
• Liaise with other client operating companies for field administrative tasks onboarding, credentialing, fleet, mobility, EHS, etc. .

Qualifications:

• Associate degree and 3+ years of administrative experience, or high school diploma and 5+ years of experience.
• Proficiency in Microsoft Office Suite Excel, PowerPoint, Word, Outlook required.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• May be required to lift up to 50 lbs to support on-site event logistics.
• Must be comfortable handling confidential business and HR matters with professionalism.

Preferred Qualifications:

• Experience in supporting a senior/executive leader preferred.
• Experience in graphic design preferred.
• Analytical and presentation skills are a plus.
• Experience with Concur, Salesforce, and Ariba eMarketplace preferred.
• Experience supporting a large marketing, sales, or finance organization preferred.
• Self-starter who performs well with autonomy and can be flexible in a dynamic work environment.
• Problem solver who can think critically in high pressure environments.
• Receptive to constructive feedback and collaborates and works well in team environment.
• Flexibility to adapt to evolving business needs and manage multiple priorities.
• Work Environment: Remote-based position with occasional travel up to 10%.

Apply now for immediate consideration!
Please do not contact your local Kelly branch office as it is not filling this position. #p1

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

Why Kelly® Engineering/Technology – Project Services?

Looking to work with leading project management organizations at top companies around the world? That's where we come in. At Kelly Engineering and Kelly Technology, our Project Services Teams create expert talent solutions to solve the world's most critical challenges. We connect you with opportunities to work on intriguing, innovative, and high-visibility projects—all with a schedule that works for you. Do you prefer the variety and flexibility of short-term projects? Or are looking for a long-term opportunity? Either way, our connections and expertise will help you take your career exactly where you want to go. That's just good planning.

About Kelly

Work changes everything. And at Kelly, we're obsessed with where it can take you. To us, it's about more than simply accepting your next job opportunity. It's the fuel that powers every next step of your life. It's the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life—just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

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