Administrative Assistant

Job Description

Job Description

Kelly is currently seeking an experienced Administrative Assistant to provide specialized administrative support to leadership and teams within a leading organization in the Orange, Texas area! The Administrative Assistant exercises considerable discretion and independent judgement in managing the flow of work within the area of responsibility and will work with a limited degree of supervision, with full authority of the supported leaders to ensure successful implementation and maintenance of both hardcopy and electronic document and information management by following the DMS Best Practices.

Responsibilities / Duties:

• Maintains an in-depth understanding of role, work group, and computer applications to work independently, appropriately prioritize work and provide professional administrative support to leaders, colleagues or groups in the organization. May supervise other administrative employees.
• Independently schedules meetings and events, books conference rooms, orders food/drink, escorts and manages visitor / guest process. Coordinates the end-to-end delivery of department or group events or special projects. Take notes at meetings and compress relevant information into a brief summary / action items.
• Clear and concise verbal and written communication skills. Creates open channels of communications to help the department understand and utilize information more effectively. Trusted with sensitive/confidential information; proven discretion required.
• Administrative point of contact with the ability to rapidly establish rapport within workgroup, leadership and clients, internal and external. Proactive approach to problem solving. Ability and knowledge to answer business/function questions and take appropriate actions in the absence of the Leader. Supervise other office assistants or delegate work to other admins and other office workers.
• Displays approachable demeanor for a positive coaching and mentoring environment by supporting an inclusive culture.
• Ability to arrange complex domestic and international travel and prepares itinerary.
• Complex calendar and time management to support leader and business objectives. Independently works to manage changing priorities and circumstances.
• Experienced with numerous business software applications / stays up to date on changing technology (e.g., Microsoft Office).
• Manage TER reporting, review and approve TERs on behalf of leader. Inform individuals of discrepancies. Ensure employees adhere to company policy requirements including Code of Business Conduct.
• Advocate for safety behaviors; often may be safety warden or contact for team, floor, etc.
• Build and maintain relationships inside and outside natural workgroups to achieve a positive outcome. Drives a culture of trust and transparency. Targets written and verbal comms to different audiences clearly and concisely.
• Promotes partnerships between and between teams. Works towards win-win outcomes in relationships with others in the organization.
• Creates open channels of communication to help the organization understand and utilize info more effectively and follows up to ensure that others understand the messaging.
• Demonstrated SME traits with MS Office platform, Dow Systems software and collaborations tools. Able to assist managers and team members with everyday IT issues. Retrieves information from role-related information systems and makes basic decisions based on it. Combines data from role-related information systems with Dow workstations to enhance productivity
• Develop, implement, and optimize electronic and hardcopy document management systems (fileshare, virtual servers, SharePoint), and report out guidelines and best practices.
• Coordinate the full document lifecycle - development, organization, linking (WebEDMS), movement, review dates, and ownership - across all repositories.
• Communicate DMS updates and share document-management knowledge and strategy with personnel.
• Partner with the ODMS Coordinator and Section Owners to ensure conformance and maintain each section's documents and records.
• Administer File Share security and access using File Share Manager (FSM).
• Serve as document reviewer in the Management of Change process and support procedure and template red-line reviews and new document creation.

Required / Preferred Skills:

• Prior administrative support related experience, preferably supporting large teams.
• Strong relationship-building skills.
• Excellent communication skills.
• Self-starter with initiative and ability to work independently.
• Experience supporting multiple stakeholders and leadership teams.
• SAP experience is a plus.
• Power BI experience is a plus.
• SharePoint experience is highly beneficial.
• Must be comfortable working in a digital environment and supporting digital processes.
• Ability to quickly learn new internal electronic systems, and to share knowledge with others.
• Strong attention to detail. Understands time zone and cultural differences.
• Ability to work in a team and prioritize requests from multiple managers.
• Work effectively with others to meet or exceed organizational goals.
• Able to meet tight deadlines in a fast-paced and quickly changing environment.
• Demonstrated strong organizational skills.
• Proactive, resourceful and self-motivated
• Must be able to set priorities and simultaneously handle multiple tasks.
• Must be flexible and able to quickly adapt to changes and anticipate needs.
• Excellent organizational skills and results oriented.
• Good time management skills - ability to plan tasks and the time they will take.

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?

Your engineering skills are in demand, but how do you find the right fit? Easy. At Kelly Engineering, our team creates expert talent solutions to solve the world’s most critical challenges. We connect you with leading organizations where you can collaborate on innovative projects, work with cutting-edge technologies and accelerate your growth. Whether you prefer the variety and flexibility of short-term projects or are looking for a long-term opportunity, we’re here to guide you to the next step in your engineering career.

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.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice.