Administrative Assistant/Project Coordinator

Administrative Assistant/Project Coordinator

Project Coordinator/Admin Assistant Kelly Services is currently seeking an Admin/Asst/Project Coordinator for one of our top clients in Titusville, NJ.

The Global Portfolio Communications Coordinator provides complex operational, administrative and project coordination support to the Global Portfolio Communications Team this includes the team responsible for communications supporting the Innovative Medicine Research Development, External Innovation, Business Development, Global Commercial Strategy Organization GCSO, Supply Chain organizations.

This role is based in Titusville, NJ and/or New Brunswick, NJ.

General Essential Functions:

• Responsible for day-to-day office activities including complex calendar management, travel arrangements, expense reports e.g. Concur, supporting meeting logistics and vendor coordination, as well as coordinating activities across departments
• Maintain and updates R D Distribution List using SalesForce
• Coordinate on-site meeting logistics, including room bookings and set up
• Post articles and/or announcements to Home intranet site as needed Support logistics for Town Halls including being on site in Spring House, PA, Raritan, NJ or New Brunswick, NJ typically 4x a year
• Prepare agendas, presentation materials, event and engagement trackers and monthly team meeting slide decks
• Maintain Airtable calendars and support database management activities
• Manage SharePoint sites ensuring accurate document storage
• Support Team financial processes including budget monitoring and tracking of purchase orders Support in new team member onboarding logistics
• Manage and organize files, including confidential and sensitive information, onboarding and departmental documents, and correspondence
• Perform highly diverse administrative and project focused duties which involve written and verbal communication on behalf of the high-level employees.
• Contribute to optimization projects within the administrative group, department or organization
• Stays up to date on development within their own area of expertise, including professional development and training
• Takes an active role in projects, both campus wide or cross-department and/or committees to optimize departmental processes
• Participates actively in projects, departmental working groups and/or committees for the optimization of processes

Education / Experience:

• Bachelors degree in business administration, Communications, or related field preferred
• 5+ years of administrative, project management, or coordination experience
• 3+ years supporting senior leaders in complex, global or matrixed environments

Core Capabilities:

• The successful candidate will: Demonstrate excellence in managing complex executive schedules and competing priorities
• Be highly proficient with enterprise systems e.g., MS Office, Teams, Zoom, Concur, Ariba, SharePoint, Airtable and Copilot Exhibit strong judgement, problem-solving ability, and proactive anticipation of leadership needs
• Operate with discretion and integrity when managing sensitive and confidential information
• Manage multiple concurrent workstreams with urgency, flexibility, and attention to detail
• Communicate clearly and effectively across stakeholders and levels Model a positive, can-do mindset aligned with Customer Credo values

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.