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Executive Assistant at Kelly

Executive Assistant

Kelly Carlsbad, CA Full-Time
$30.00 - $33.25 / hour
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Kelly Services is looking for an Executive Assistant to assist our client and their VP of Finance and VP of Human Resources for their Life Sciences group in Carlsbad, CA.  Projected start date is July 13th, 2020 and assignment length for 1-year (12 months) contract. This role will not be temp-to-hire.  Pay rate: $33.25/Hr Job Duties:  The Executive Assistant position will support the VP Human Resources and VP of Finance within Life Sciences Group Department. The successful candidate will provide a variety of standard administrative support functions and will be involved in and help coordinate team meetings, special operations projects and executive initiatives. They will be self-motivated, have excellent interpersonal skills and the ability to build professional relationships. The ability to maintain confidentiality and to operate in the role with the highest of ethical standards and professionalism are required. Essential Duties and Responsibilities:

  • Function as the primary interface for the VP of Human Resources and VP of Finance and their teams as necessary. Interface professionally with other key leaders, customers, and employees. 
  • Proactively manage communication (emails, phone calls, necessary follow-up); screen telephone or email inquiries, communicate messages, redirect calls and respond to urgent inquiries from the corporate office, global sites, and internal/external stakeholders over multiple time zones. 
  • Maintain and manage multiple executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed. 
  • Enable complex global travel activities; prepare and coordinate complex and multi-stop travel, including accommodations, local transportation, passport/visa requirements. Proactively and on time compile, submit, and track expenses for the executives. Proactively anticipate potential travel issues, and respond accordingly. 
  • Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention. 
  • Schedule and coordinate complex meetings. This includes but is not limited to, attendee communications, venue management/site coordination, audio/video set-up and management as needed, catering and program material preparation. Events could include leadership off-site meetings, customer visits, town halls, team meetings, etc. 
  • Provide overall data management. Solicit needed data from multiple sources, organize and compile in formats to facilitate analysis and presentation. Establish, update and maintain files, inventories, records, etc., as necessary, including paper, electronic and other platforms as needed. 
  • Serve as an information source and respected advisor on departmental and organizational policies and procedures. 
  • Track and drive completion of key deliverables, proactively following up on outstanding items as needed. Track and facilitate contract renewals of executive memberships, external commitments, and approvals needed in a timely manner. 
  • Generate, compose and edit confidential, routine and non-routine documents. Proof-read documents and materials and correct as necessary and/or compose routine correspondence using predetermined formats. 
  • Provide innovative, creative and time-tested methods and procedures for fostering continuing improvement to practices or processes. 
  • Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality. 
  • Collaborate and drive results in a complex global organization during times of change, evolution, and transformation. Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front line team members that are geographically dispersed. 
  • Complete projects, special assignments, other tasks and duties as assigned. 

Job Requirements: Education & Experience: High School Diploma is required; Associate's degree or higher is preferred.   At least 10+ years of relevant experience in supporting corporate VP or higher C-level status in a large organization (200+ employees or more on site).  Strong attention to detail and accuracy. High Experience with Microsoft Excel, Word, and PowerPoint is required. Able to create and manipulate formulas along with pivot table experience is required.  Must have strong computer literacy. Able to problem solve.  Bilingual in Spanish is a strong plus.  Strong calendar management and travel experience (Outlook)   Interested and qualified candidate can submit their resume online at Careerbuilder, the KCNi network (KellyServices Network) or on Indeed.com. Should you like to follow up to your resume or have any questions, please reach out to Bryan Jones, the National Corporate Recruiter, via email at [ Email address blocked ] - Click here to apply to Executive Assistant.  EEOC



Why Kelly®?


As a worker today, it’s up to you to take charge of your career and look for opportunities to learn, grow, and achieve your potential. Helping you find what’s next is what we’re all about. We know what’s going on in the evolving world of work—just ask the nearly 500,000 people we employ each year. Connecting with us means getting the support, guidance, and opportunities needed to take your career where you may have never imagined.



About Kelly®


At Kelly, we’re always thinking about what’s next and advising job seekers on new ways of working to reach their full potential. In fact, we’re 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. 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.
#KellyGTS

 

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