Executive Administrative Assistant
KellyIrvine, CA, US2 days ago
Job type
- Full-time
Job descriptionCoordinate event logistics and provide administrative support for meetings and workshops. Manage complex calendars for senior leaders (Two Senior Directors and their teams; coordination with global admins), schedule appointments, update calendars, and troubleshoot booking issues (including digital booking systems). Planning events and onsite scheduling coordinating of services, meetings, gatherings, and events. Prepare expense reports, process invoices, and support travel bookings for leaders using Concur; support domestic and international travel including visa support. Maintain office supply inventory, organize files, and manage office storage systems. Support around POs, payment requisitions, PO issuing, and project number creation. Occasionally greet vendors and visitors—ensure pre-registration, prepare guest passes, escort guests, and liaise with onsite facilities and cafeteria staff for meetings / events. Collaborate proactively with leadership, global admin teams, maintaining key spreadsheets and digital records of leaders and their locations. Advise on healthcare compliance for expenses and events, including program / expense limits for healthcare providers. Utilize Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel) daily, as well as company-specific tools (Concur, Workday, Ariba, digital solutions). High School diploma or GED required. 5+ years of office-based experience, including 2+ years as an Executive Assistant. Advanced proficiency with Microsoft Office Suite; experience with Concur and Workday is a plus. Strong multitasking and organizational skills within a dynamic team setting. Exceptional verbal & written communication and interpersonal abilities. Professional, resourceful, self-starter with strong initiative, able to "own" issues until resolved. Open and collaborative team player, able to partner closely with leaders and coordinate with onsite teams (facilities, cafeteria, other admins). Familiarity with healthcare provider compliance and basic PO / program management Experience working in a fast-paced, cross-functional business environment Hyper-focused and self-motivated, able to partner closely with leaders, anticipate needs, manage priorities and people effectively, and leverage digital tools to keep operations smooth. Comfortable engaging with guests and office staff, and able to manage quick event turnaround.
Executive Administrative Assistant – Hybrid | Irvine, CA | Kelly at Johnson & Johnson
Join a world-class team and take the next step in your career! Kelly, in partnership with Johnson & Johnson, is seeking a talented Executive Administrative Assistant for a dynamic hybrid role in Irvine, CA. You'll play a key part in supporting leadership and streamlining office operations for one of the most respected companies in the healthcare industry.
Job Specifications
- Job Type : Flexible between 20-40 hours per week.
- Company : Kelly (Johnson & Johnson Assignment)
- Location : Irvine, CA (Hybrid)
- Pay Rate : $30.00 / hr
- Shift : Flexible, within business hours 7a-4p preferred due to various teams in differing time zones
- Assignment Length : 1 year (potential for extension)
Roles and Responsibilities
Qualifications & Skills
Ideal Candidate
Company Culture At Kelly and Johnson & Johnson, you'll find a collaborative, inclusive, and innovative work environment. The team values professionalism, initiative, and mutual respect. You'll be encouraged to grow your skills, support meaningful projects, and make a real difference in the lives of others. If you thrive in a fast-paced, cross-functional setting—and are ready to anticipate needs and drive results—you'll fit right in!
Ready to discover what's next? Apply today and let Kelly connect you to your future!
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Executive Administrative Assistant • Irvine, CA, US
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