1+ months

Administrative Assistant - Healthcare Coordinator

Kelly Services
Irvine, CA 92604
Kelly FSP Science and Clinical is currently seeking a Administrative Assistant - Healthcare Coordinator for a long-term engagement with one of our Global Pharmaceutical clients. This position is remote or hybrid position for a client in Irvine, CA and requires working PST hours.

This person will join our Kelly FSP (Functional Service Provider) division, a managed solution provider and business unit of Kelly Services, Inc. This role is full-time and is offering full benefit options. As a Kelly FSP employee you may be eligible for Medical, Dental, Vison, 401K, and a variety of other benefits to choose from. You may also be eligible for paid time off, including holiday, vacation, and sick/personal time.


**Position Summary** :

The Administrative Assistant will be responsible for providing direct administrative support to the Group Leader Health Care Compliance (HCC) in North America, and his leadership team. The candidate must maintain a highly professional and efficient office environment.

Strong team player with superior communication skills able to exercise sound judgment and discretion, to independently assess and resolve complex situations, which may include responding for the executive in routine or complex matters. Assist with all logisitical support related to the HCC function including organizing larger scale meetings and providing onsite support, opening and managing purchases orders, assisting with the budget management, expense reporting and coordinating meeting schedules. Interact with internal and external stakeholders, often at the upper-management level.

Must be able to demonstrate flexibility and have proven experience managing and responding to multiple priorities and shifting demands while maintaining a sense of urgency and the intensity that the role requires.


The administrative responsibilities are complex, dynamic and include projects that require the use of sound judgement, discretion, independent assessment and the ability to resolve complex situations.

1. Schedule group meetings for other HCC colleagues, including conference room reservation, setting-up conference calls and Webex meetings, ordering food and beverage as necessary, assistance with audio-visual set-up if required, etc.

2. Order department supplies and enter any required purchase order or check requisition into Ariba accounts payable system for department.

3. Enter other requests into applicable systems as necessary. Such ad hoc requests include Facilities work orders, IT work orders, etc.

4. Assist in the creation or editing of Power Point slide decks. Format slides into more visually-appealing formats as necessary.

5. Assistance with filing and records management for HCC associates. Create labels, shred documents, reorganize files, assist with Iron Mountain labels, etc. for the department.

6. Other special projects and duties as appropriate (for example, photocopying and assembly of binders or other materials on an ad hoc basis).

7. Perform light analysis and technical work for the group.

8. Data entry and upload. Assist with the maintenance (upload, organize electronic work flow approvals, etc.) in HCC document management system which houses department policies and procedures.

9. Assist with the creation of new or modified HCC policies using Word. Proofread draft documents for spelling, proper grammar, document comparisons, etc.

10. Perform maintenance of Share Point intranet site, which houses HCC files. Upload documents, add new folders, reorganize as necessary.

_This is not an exhaustive, comprehensive listing of job functions. May perform other duties as assigned by the HCC Leader MedTech North America._

**Education & Experience:**

+ Minimum of a high school diploma required

+ Bachelors degree or a certificate and/or formalized training as an administrative assistant is preferred

+ Minimum of 3 years of Administrative Assistant experience is required

+ Working knowledge of Microsoft Office suite, Ariba/e-Marketplace, Concur and SharePoint highly preferred

+ Experience with making travel arrangements is required

+ Previous administrative experience supporting a high level senior executive and managing a complex team is preferred

+ Proven ability to proactively arrange and support meetings required

+ Flexibility to accommodate a changing work schedule and sensitivity to different time zones is required


+ Integrity and Credo-based actions

+ Strategic thinking

+ Collaboration and Teaming

+ Results & Performance Driven

+ Self-awareness and Adaptability

**You should know:** Your safety matters! Vaccination against COVID-19 may be a requirement for this job in compliance with current client and governmental policies. A Kelly recruiter will confirm and share more details with you during the interview process.

**Why Kelly** **** **?**

Kelly Science & Clinical is your connection to premier scientific and clinical companies looking to hire talented people just like you. Every day, we match science professionals with dream jobs that fit their skills and interestsits the way we think job searching should be. Nearly 100 percent of our science recruiters have a professional background/education in science, so we know a thing or two about the science market and how to get you noticed.

**About Kelly** ****

At Kelly, were always thinking about whats next and advising job seekers on new ways of working to reach their full potential. In fact, were a leading advocate for temporary/nontraditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live (plus, did we mention we provide a ton of benefits ?). Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world.

Kelly is an equal opportunity employer committed to employing a diverse workforce, including, but not limited to, minorities, females, individuals with disabilities, protected veterans, sexual orientation, gender identity. Equal Employment Opportunity is The Law. (


Posted: 2022-07-15 Expires: 2022-08-20

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Administrative Assistant - Healthcare Coordinator

Kelly Services
Irvine, CA 92604

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