Team Administrative Assistant - RDS R&D Computational Science & Informatics

Team Administrative Assistant (Onsite | Santa Clara, CA)
Location: Santa Clara, CA (Onsite)
Schedule: Monday-Friday, 9:00 AM-5:00 PM with flexibility
Employment Type: Contract
Join a High-Impact Leadership Support Team
We are seeking a highly organized, tech-savvy Team Administrative Assistant to support senior leaders within a fast-paced Computational Science and Informatics organization. This role is ideal for a proactive professional who excels at executive support, event coordination, operational excellence, and leveraging modern productivity tools, including generative AI, to improve efficiency and streamline workflows.

As a trusted partner to leadership, you will play a critical role in keeping teams organized, operations running smoothly, and strategic initiatives moving forward.
Key Responsibilities Executive & Leadership Support

• Provide administrative and operational support to senior leaders and management teams.
• Manage complex calendars, scheduling priorities, meeting logistics, and day-to-day administrative activities.
• Anticipate leadership needs and proactively resolve scheduling and operational challenges.

Travel, Events & Meeting Coordination

• Coordinate domestic and international travel arrangements from planning through execution.
• Organize leadership offsites, department meetings, conferences, and large-scale events.
• Manage event logistics, vendor communications, meeting materials, and attendee coordination.

Department Operations

• Serve as the primary point of contact for administrative requests and inquiries.
• Coordinate candidate interview scheduling and onboarding activities.
• Support office space planning, relocations, vendor management, and supply inventory processes.

Financial Administration

• Assist with budget preparation and expense tracking.
• Create and process purchase orders (POs).
• Review invoices and support reconciliation activities to ensure efficient financial operations.

Communications & Documentation

• Draft, edit, and format presentations, reports, memos, and other business documents.
• Gather information from multiple stakeholders and synthesize data into clear, professional communications.
• Maintain organized records and documentation for leadership and team initiatives.

Process Improvement & AI Adoption

• Identify opportunities to streamline administrative workflows and improve team productivity.
• Utilize modern digital tools and generative AI platforms to automate routine tasks and enhance operational efficiency.
• Support the adoption of new systems, platforms, and best practices.

Cross-Functional Partnership

• Collaborate with administrative professionals and business partners across the organization.
• Share best practices and contribute to process improvement initiatives.
• Represent the department with professionalism, discretion, and a customer-focused approach.

Confidentiality & Professional Judgment

• Handle sensitive business information with the highest level of confidentiality.
• Demonstrate strong business judgment, initiative, and problem-solving skills when supporting leadership teams.

Qualifications Required Experience

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of executive assistant, administrative assistant, or senior-level administrative support experience in a fast-paced corporate, technology, life sciences, or R&D environment.

Technical Skills

• Advanced proficiency with Microsoft 365 and/or Google Workspace.
• Strong experience with calendar management, document creation, collaboration tools, and virtual meeting platforms.

AI & Digital Tools

• Experience using generative AI tools such as ChatGPT, Gemini, or similar platforms.
• Ability to leverage AI-driven solutions for information synthesis, workflow optimization, and productivity enhancement.

Professional Skills

• Exceptional organization, attention to detail, and multitasking abilities.
• Strong written and verbal communication skills.
• Proven ability to prioritize competing deadlines and adapt to changing business needs.
• Demonstrated discretion when handling confidential and sensitive information.

Why Apply?
This is an exciting opportunity to support innovative teams while expanding your expertise in executive support, operations, event management, and emerging AI technologies. If you're a resourceful administrative professional who thrives in a dynamic environment and enjoys driving efficiency, we'd love to hear from you.

Apply today to take the next step in your administrative and operations career.