JobWatch

1+ months

Senior Administrative Assistant

Kelly Services
Foster City, CA 94404
**At Kelly** **** **Professional & Industrial, were passionate about helping you find a job that works for you. How about this one?** Were seeking an Administrative Assistant II to work at a top-tier client in Foster City, CA With us, its all about finding the job thats just right.


**Position Title:** Senior Administrative Assistant


**Location:** Foster City, CA 94404


**Pay Rate:** $43.00


**Assignment Duration:** through 4/4/2023


**PURPOSE AND SCOPE OF POSITION:**


The Senior Administrative Assistant will report to a functional head. Primary responsibilities include a mixture of administrative, contract management, process support, and project support duties.



**Key Responsibilities** (including but not limited to):


+ Provides administrative and clerical support to two managers, a department and/or or group of managers. May spend significant amount of time coordinating functional administrative activities which support clinical development.

+ Organizes and schedules meetings (including web conferences / teleconferences, which may include both on campus and off-campus).

+ Manage team schedules and extra-department meetings in MS Outlook. Additional experience with web conferencing (such as Zoom and WebEx) highly beneficial.

+ If required, works with corporate catering services (or others) to arrange meeting refreshments. Liaises with other administrative personnel internal to the company to arrange executive meetings, agendas, and room set up as required.

+ May prepare, format, proof and edit various documents in MS Office, such as Excel, Word, and PowerPoint. Experience with other Windows and Office tools, such as Access, Visio, is beneficial but not required.

+ Provides administrative and clerical support to the departments interview process, which includes creating and distributing agendas, collecting assessment forms, and scheduling and making travel arrangements.

+ Meet and escort candidates across campus, as needed.

+ May be required to work with external vendor executives and administrative support to schedule, arrange, and organize meetings.

+ May be required to meet and escort vendor executives for key on site meetings, as necessary.

+ May support the Confidentiality Disclosure Agreements (CDA) process by interacting with external vendors and takes responsibility for the negotiation, execution, tracking and archiving of CDAs.

+ May support the electronic signature process of all departmental agreements.

+ May support travel arrangements for manager (or group of managers), as well as team members as necessary.

+ Familiarity with online booking systems (such as Concur) helpful.

+ Organizes, manages, and maintains department files, processes and tracks payment of invoices, orders and monitors office supplies and IT equipment.

+ Supports purchasing of any approved materials or equipment for supported teams as necessary.

+ Manages purchase orders on Gilead internal systems and special projects as necessary.

+ Ensures computer equipment, and all new hire materials are arranged for the persons first day at Gilead.

+ Take meetings minutes/file meeting minutes, and follow-up on action items.

+ Provides business operations and basic project management support (such as helping to organize meeting minutes, action items and project deliverables) if required, to the various teams supported.

+ Tracks and verifies data using a variety of software to conduct data entry and sorting of information. May track department budget as directed by immediate manager(s). May support the compiling and organization of data for departmental reporting as needed.

+ Liaises with external organizations as needed to coordinate activities which are important to the function of the department.


**Minimum Qualifications:**


+ Requires a minimum of an BA and 3+ years administrative and/or project support experience.

+ Candidates must have the ability and comfort level to work in a fast-paced environment with changing priorities supporting daily deliverables across the campus as needed.

+ Strong interpersonal skills to engage with all levels of employees internal to the function and externally, including high level internal and external (vendor) executives, in addition to normal day-to-day team support.

+ Must have a close attention to detail and manage multiple deliverables simultaneously.

+ Intermediate to advanced knowledge and experience using different office software such as Outlook, Excel, PowerPoint, Word, Access, etc. Familiarity with other common business software / systems (Concur, Zoom, WebEx, SharePoint) a plus.

+ Experience with information collection and sharing, or collaborative document authoring, such as SharePoint desirable.

+ Requires knowledge and understanding of administrative and office policies and procedures.

+ Be able to refers to specific and detailed procedures and instructions.

+ Typically works under limited supervision and may receive general direction on new lines of work or special assignments.

+ Basic knowledge or familiarity with the biotech / pharmaceutical industry a plus.

+ Ability to take initiative, think proactively, and problem solve.

+ Exceptional professionalism and ability to handle confidential materials.

+ Excellent verbal and written communication skills.


**What happens next**

Once you apply, youll proceed to next steps if your skills and experience look like a good fit. But dont worryeven if this position doesnt work out, youre still in our network. That means all our recruiters will have access to your profile, expanding your opportunities even more.


Helping you discover whats next in your career is what were all about, so lets get to work. Apply to be an Administrative Assistant II today!


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


Youre looking to keep your career moving onward and upward, and were here to help you do just that. Our financial staffing experts will connect you with premier companies for opportunities where you can learn, grow, and thrive. Jobs that fit your skills and experience, and most importantly, fit right on your path of where you want to go in in your career. It all adds up.


**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 and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.

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Posted: 2022-03-18 Expires: 2022-06-18

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Senior Administrative Assistant

Kelly Services
Foster City, CA 94404

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