Team Administrative Assistant – R&D Operations & AI Productivity

sgs-job-5970

Admin/Clerical
 California
Executive Administrative Support
Calendar Management
Travel Coordination
Event Management
Departmental Operations
Budget Preparation
Expense Tracking
Purchase Order (PO) Creation
Invoice Reconciliation
Document Management
Google Workspace
Microsoft 365
Generative AI Tools (ChatGPT
Gemini)
Prompt Writing
Workflow Optimization
Vendor Management
Candidate Interview Scheduling
Cross-Functional Collaboration
Confidentiality
Communication Skills

Contract - 01 Year Contract +

Location :-Santa Clara, CA 95050 An adaptable, tech-forward Executive Assistant supporting the leadership team within RDS R&D Computational Science and Informatics (CSI). This role drives high-level administrative, operational, and event management operations while leveraging modern AI productivity tools to optimize executive workflows, synthesize key information, and reduce administrative overhead across the department.

Job Responsibilities:

  • Executive & Leadership Support: Provide high-level administrative and operational support to CSI Chapter Leads and senior executives, proactively managing complex
  • calendars, priorities, and daily operations.
  • Event & Travel Coordination: End-to-end planning and execution of domestic and international travel itineraries, leadership offsites, large-scale department events, and
  • multi-party conferences.
  • Departmental Operations: Serve as the primary point of contact for administrative inquiries. Manage vendor relationships, candidate interview scheduling, office space
  • planning/moves, and supply inventory.
  • Financial & Expense Management: Assist with budget preparation, expense tracking, purchase order (PO) creation, and invoice reconciliation to ensure seamless financial
  • operations.
  • Document Management & Communications: Draft, edit, and format high-impact memos, presentations, reports, and documentation by aggregating and synthesizing data
  • from cross-functional sources.
  • Process & AI Optimization: Continuously evaluate and streamline administrative workflows using modern digital tools and generative AI to reduce team friction and
  • enhance productivity.
  • Systems Leadership: Represent the department with high polish and professionalism; serve as the administrative lead for new systems, processes, platforms, and training
  • compliance.
  • Cross-Functional Collaboration: Actively participate in administrative communities of practice to share best practices, implement modern working methods, and support
  • cross-departmental initiatives.
  • Discretion & Judgment: Exercise sound business judgment, independent initiative, and strict confidentiality when handling sensitive organizational and leadership matters

Skills:

  • Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).
  • Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques to synthesize information, automate routine workflows, and
  • collaborate effectively with AI-fluent leadership.
  • Exceptional organizational skills, meticulous attention to detail, and a proven ability to prioritize and execute under shifting timelines.
  • Poised written and verbal communication skills with a strong track record of managing confidential and sensitive strategic information.
  • Complex calendar and priority management.
  • Domestic and international travel planning and coordination.
  • Leadership offsite, department event, and conference management.
  • Budget preparation, expense tracking, purchase order creation, and invoice reconciliation.
  • Vendor relationship management and candidate interview scheduling.
  • Document preparation, data synthesis, and workflow optimization.
  • Sound business judgment, independent initiative, and strict confidentiality.

Education/Experience:

  • Bachelor’s degree (or equivalent experience) paired with 5+ years of senior executive administrative experience in complex, fast-paced corporate or R&D environments.
  • Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).
  • Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques.
  • Exceptional organizational skills, meticulous attention to detail, and the ability to prioritize and execute under shifting timelines.
  • Poised written and verbal communication skills with experience managing confidential and sensitive strategic information.

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