Executive Administrative Assistant

Kelly Services; South San Francisco (CA); On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

Medical benefits

Vision benefits

Dental benefits

Transit benefit

Job summary

Kelly Services is seeking an Executive Administrative Assistant to support Director-level leadership within the Translational Safety team in South San Francisco. The role requires proactive calendar management, travel arrangements, and cross-functional coordination to enable scientific and operational success.

You will handle invoices and expenses, maintain records, and identify process improvements in a collaborative, onsite environment with regular hours. Experience in biotech/pharma a plus.

Qualifications

• High School Diploma required; BS/BA degree preferred.
• 5–10 years of administrative experience or equivalent transferable skills.
• Proven expertise in all aspects of administrative support.
• Ability to manage routine and ad-hoc assignments independently, with minimal supervision.
• Advanced proficiency with Microsoft Office Suite, Google Workspace, and other relevant software applications.
• Exceptional organizational, prioritization, and multitasking skills, with attention to detail.
• Strong written and verbal communication skills, with the ability to interact effectively with all levels of staff and leadership.
• Collaborative approach, with the capacity to build productive working relationships both within and outside the immediate organization.
• Experience in supporting project teams in the biotechnology, life sciences, or pharmaceutical industry is a plus.

Responsibilities

• Manage and optimize multiple complex calendars, ensuring seamless scheduling and prioritization of meetings and critical events.
• Act as a key point of contact, facilitating timely, clear, and effective communication across the team and with cross-functional partners.
• Coordinate logistics for onsite and offsite meetings, conferences, and team-building events, including vendor engagement and material preparation.
• Arrange domestic and international travel, and manage related conference and event attendance.
• Process invoices, payments, and expense reports using standard corporate tools, ensuring accuracy and compliance with company policies.
• Continuously identify opportunities for process improvements, offering practical recommendations that enhance administrative efficiency.
• Exercise sound judgment and discretion in managing sensitive and confidential information.
• Maintain and update records and tracking tools using various computer applications (e.g., Microsoft Office Suite, Google Workspace).
• Provide backup coverage to administrative colleagues as needed.
• Foster a strong customer service focus and collaborative team participation.
• May assume responsibility for coordinating and assigning administrative work within the team.

Skills

Calendar management

Communication

Organizational skills

Attention to detail

Independent work

Cross-functional collaboration

Vendor coordination

Education

High School Diploma

BS/BA degree

Tools

Microsoft Office Suite

Google Workspace

Job description

Executive Administrative Assistant

Location

South San Francisco, CA

Pay rate

$35/hr

Shift

Regular hours - Onsite (may transition to 3 days onsite per week)

Job Summary

Join our dynamic Translational Safety team as an experienced administrative professional, providing high-level support to Director-level leadership and their immediate functional areas, including Toxicology, Pathology, and/or gRED Nonclinical Operations (gNO). This role enables scientific and operational success by delivering proactive, reliable, and strategic administrative assistance in a complex and highly collaborative environment.

Key Responsibilities

• Manage and optimize multiple complex calendars, ensuring seamless scheduling and prioritization of meetings and critical events

• Act as a key point of contact, facilitating timely, clear, and effective communication across the team and with cross-functional partners

• Coordinate logistics for onsite and offsite meetings, conferences, and team-building events, including vendor engagement and material preparation

• Arrange domestic and international travel, and manage related conference and event attendance

• Process invoices, payments, and expense reports using standard corporate tools, ensuring accuracy and compliance with company policies

• Continuously identify opportunities for process improvements, offering practical recommendations that enhance administrative efficiency

• Exercise sound judgment and discretion in managing sensitive and confidential information

• Maintain and update records and tracking tools using various computer applications (e.g., Microsoft Office Suite, Google Workspace)

• Serve as a valued department resource, providing support and guidance to staff and acting as a liaison with other administrative teams

• Provide backup coverage to administrative colleagues as needed

• Foster a strong customer service focus and collaborative team participation

• May assume responsibility for coordinating and assigning administrative work within the team

• Carry out other duties as assigned to support departmental and organizational goals

Qualifications

• High School Diploma required; BS/BA degree preferred

• 5-10 years of demonstrated administrative experience or equivalent transferable skills

• Proven expertise in all aspects of administrative support

• Ability to manage both routine and ad-hoc assignments independently, with minimal supervision

• Advanced proficiency with Microsoft Office Suite, Google Workspace, and other relevant software applications

• Exceptional organizational, prioritization, and multitasking skills, with attention to detail

• Strong written and verbal communication skills, with the ability to interact effectively with all levels of staff and leadership

• Collaborative approach, with the capacity to build productive working relationships both within and outside the immediate organization

• Experience in supporting project teams in the biotechnology, life sciences, or pharmaceutical industry is a plus, especially within Genentech or similar environments

As part of our promise to talent, 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 (https://www.mykelly.com/help-support-working-with-kelly-us/#Benefits) for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

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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 (https://www.kellyservices.com/hubfs/myKelly/Resources/Employment_Policies/Recruitment-Artificial-Intelligence-Notice.pdf?hsLang=en) .

Kelly Services is proud to be an Equal Employment Opportunity and Aff…