Administrative Assistant II - Kelly Services

Administrative Assistant II
Kelly Services is currently seeking an Administrative Assistant IIfor one of our top clients in Raritan, NJ.
JOB SUMMARY

• This job will provide key administrative support for the R D functional group and execute administrative policies by performing the following duties.

SECTION 2: DUTIES RESPONSIBILITIES
In accordance with all applicable federal, state and local laws/regulations and procedures and guidelines, this position will: Office Site Management:

• Perform office manager role for 3 different site locations Raritan, NJ, Irving, TX and Irvine, Ca
• Manage all office support requirements and ensure supplies are adequately stocked in co-ordination with other site support functions
• Updates and maintains site organizational charts, site calendar, email distribution lists and contact lists.
• In-person on-site a minimum of three days a week Team Meeting Management
• Coordinates R D team events and event celebrations
• Plan book team events
• Manage R D Group meetings and Training sessions
• Manages team calendar and independently schedules meetings and appointments.
• Meeting setup, agendas and minutes of meetings, post meeting follow-up on action items, coordinate visitor arrangements.
• Coordinates and manages employee/management meetings and events/celebrations by arranging for facilities, catering and issuing information or invitations.
• Coordinates and manages customer visits and plant tour requests as well as Corporate driven programs such as Mentor Trainings or Tours Team Communication
• Manages site newsletter/communication and ensures timely publication.
• Lead Quarterly Newsletters development preferably a SharePoint site i.e. develop updates / articles, co-ordinate approval from communication team and release.
• Screens incoming calls and correspondence and responds independently when possible.
• Prepares and sends communication to the site outlining/explaining administrative policies/procedures and monitors compliance.
• Posts and files all new hire and promotion announcements. Team Travel Planning
• Book Business Trips in system
• Make hotel reservations and book airlines tickets.
• Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.
• Prepares and submits expense reports and reconcile statements as needed. Team Procurement Billing Management
• Manage all procurement processes through the eMP system
• Create and process purchase requisitions, resolve mismatches on POs, create and manage invoices, or ensure payment resolution.
• Ensure accurate project coding on purchase orders/charges. Work with site finance to resolve billing accounts as needed Legal Agreements Contracts:
• Prepares and maintains database of confidentiality agreements.
• Manages contracting confidentiality agreements, work orders, etc. processes for work with external parties, including HCPs.
• Submit and generate requests through contracting system.
• Retire / renew contracts per business needs.
• Work with contract team and requestors to acquire needed information, Manage external contracts on ICD system Visitor Hiring Process Management:
• Assists with coordination of onsite interviews travel, interview schedule and expense reimbursement for external candidates.
• Manage R D visitors
• Develop agenda in collaboration with team, communication, meeting logistics room booking, food services etc. Data Records support
• Manage all R D related sharable data on R D group SharePoint site.
• Acts as Site Records Coordinator for Administration and Human Resources Department and performs records retention as scheduled. Report editing final cleanup
• Coordinates, prepares and edits reports and presentations. Health Safety
• Responsible for following all Company guidelines related to Health, Safety and Environmental practices as applicable.

Important information: This position is recruited by a remote Kelly office, not your local Kelly branch.  Applicants must be legally permitted to work in the United States.
 

Why Kelly^®?

The Managed Solutions practice within Kelly Outsourcing and Consulting Group (KellyOCG^®) is one focus within the full array of Kelly Services® workforce solutions.
Kelly Services has transformed from the staffing industry pioneer to a leading workforce solutions provider. KellyOCG is the distinguished outsourcing and consulting segment of Kelly Services, known for applying a forward-looking approach that enables companies to make strategic workforce planning decisions that impact their business and competitive advantage.
The Managed Solutions practice area of KellyOCG is dedicated to partnering with clients to architect and implement solutions that put them in a position to meet their operational obligation to their organization and freedom to focus on their more strategic business needs.
As a Kelly Services employee, you will have access to numerous perks, including:

• Vacation and sick pay
• Paid holidays
• 401(k) plan
• Group medical, vision, dental, life, and short-term disability insurance options
• Kelly Discounts on goods and services, auto and home insurance, and tuition at Kelly partner schools
• Kelly Learning Center offers free courses and trainings
• Weekly pay

 

About Kelly Services^®

As a workforce advocate for over 70 years, we are proud to have a role in managing employment opportunities for more than one million workers around the globe. We employ 550,000 of these individuals directly with the remaining workers engaged through our talent supply chain network of supplier partners. Revenue in 2015 was $5.5 billion. Visit kellyservices.com and connect with us on Facebook, LinkedIn and Twitter.
Kelly Services is an equal opportunity employer including, but not limited to, Minorities, Females, Individuals with Disabilities, Protected Veterans, Sexual Orientation, Gender Identity and is committed to employing a diverse workforce. Equal Employment Opportunity is The Law.