Sr. Administrative Assistant

Sr. Administrative Assistant

Kelly Services Project Services, a managed solution provider and business unit of Kelly Services, Inc., is currently seeking a Sr. Administrative Assistant at one of our Global clients in Titusville, NJ. This role is a full-time, fully benefited position.

As a Kelly Project Services employee you will be eligible for Medical, Dental, 401K and a variety of other benefits to choose from. You'll also be eligible for paid time off, including holiday, vacation and sick/personal time. All Kelly Project Services employees receive annual performance reviews.

Title: Sr. Administrative Assistant Location: Titusville (08560); position may require travel to Raritan and Springhouse Hours: M-F 1st shift Pay: $36 hr and up based on experience; plus benefits and PTO

Position Summary: The Senior Administrative Assistant will provide dedicated administrative support to a Statistics Decision Sciences SDS senior leader and their therapeutic or functional area. This role involves managing calendars, scheduling departmental meetings, submitting expense reports, arranging travel, and overseeing requisitions for purchases, including Purchase Orders POs for contractors. The position also supports internal communications within the department and with related departments. This position reports to the Team Lead, SDS Centralized Administrative Network SDS Strategic Business Computing Operations. The role will collaborate closely with SBO and SCO units to effectively support SBCO key to ensure high-quality and timely support.

Principal Responsibilities Expertise:

• Schedules various department meetings and manages calendars for supervisor and direct reports.
• Schedule and coordinate large meetings or events (onsite or offsite, celebrations, team building, picnics, etc.), including catering.
• Finding new ways to enhance virtual meetings (e.g., using innovative tools or formats) may fall under this task.
• Coordinate with other administrative staff to accomplish departmental activities
• Ensures high-quality and timely delivery of administrative services to effectively support the department and its objectives.
• Establish and maintain effective and efficient interfaces and relationships with internal and external customers, with support of SDS management.
• Assists with the onboarding and offboarding of internal FTEs and contractors, including WWID creation, provision of office space, phone, laptop, network access, etc.
• Assists with various other tasks for the department including but not limited to Resource Management (e.g. 1-Supply, Beacon, JJEDS), Records Management, Time Reporting, SharePoint sites.
• Distributes announcements/communications for SDS area scopes. This can include innovating how communications are delivered to enhance engagement and information sharing among team members.
• Collaborates with external partners to enhance communication and ensure project alignment, acting as a representative for SDS during due diligence activities.
• Provides support to other SDS and Quantitative Science (QS) departments located at the same campus and to other campuses as needed. This support facilitates collaboration and contributes to the overall success of multiple departments.
• Creation, provision of office space, phone, laptop, network access, etc.

Innovation:

• Proactive and creative in planning and coordinating events that positively engage team members.
• Improving or streamlining processes in these areas may involve innovative thinking and solutions.

Impact:

• Handles and maintains sensitive and confidential matters. The successful management of this responsibility has a significant impact on trust and integrity within the organization.
• Submits, tracks, and maintains POs for contractors through J&J systems such as Ariba, Totality, Aravo, and ICD. This task has a direct impact on budget management and contractor relationships, influencing project outcomes.

Key Behaviors:

• Uses sound judgment, discretion, independent assessment, and strong follow-up skills for resolution of complex situations/problems related to projects and assignments.
• Responds effectively to shifting priorities. This adaptability can have a significant impact on the team's ability to meet goals and deadlines in a dynamic environment.
• Complies with organization and company standard operating procedures in a timely fashion, such as training and project time accounting, and is aligned with regulatory guidances.
• Respond effectively to shifting priorities.

Principal Relationships:

• Internal: Statistics & Decision Sciences (SDS), SDS Administrative Network, Clinical Pharmacology and Pharmacometrics (CPP), Integrated Data Analytics and Reporting (IDAR), Leaders and Scientists within Therapeutic and Functional Areas, Global Development, Quality, Human Resources, Information Technology, Finance, and Procurement.
• External: Contracted Partners and Suppliers and Vendors, Key Opinion Leaders, Academia, Professional Societies, Public/Private Consortia.

Education and Experience Requirements:

• High School/Secondary Degree or equivalent with a minimum of 4 years of relevant experience as an Administrative Assistant or in a similar role.
• Basic knowledge of Office software suites (e.g., Microsoft Word, Excel, Outlook, PowerPoint).
• Good written, oral, and interpersonal communication skills.