Executive Assistant – R&D Computational Science & Informatics

Our client, a world leader in life sciences and biotechnology, is looking for a “Executive Assistant - R&D Computational Science & Informatics ” based in Santa Clara, CA

Location: Oceanside, CA

Work Arrangement: Onsite, 5 days per week

Employment Type: Contract

Position Summary

We are seeking an adaptable, tech-forward Executive Assistant to support the leadership team within RDS R&D Computational Science and Informatics (CSI). This role provides high-level executive administrative, operational, financial, travel, and event management support in a fast-paced corporate or R&D environment.

The ideal candidate is highly organized, proactive, and comfortable using modern productivity platforms and generative AI tools, such as ChatGPT and Gemini, to streamline administrative workflows, synthesize information, improve communication, and enhance team productivity.

Responsibilities

• Executive & Leadership Support: Provide administrative and operational support to CSI Chapter Leads and senior executives. Manage complex calendars, coordinate priorities, and support daily leadership operations.
• Travel & Event Coordination: Plan and coordinate domestic and international travel, leadership offsites, departmental events, and multi-party conferences.
• Department Operations: Serve as the primary contact for administrative inquiries. Coordinate vendor relationships, candidate interview scheduling, office space planning, moves, and supply inventory.
• Financial & Expense Management: Support budget preparation, expense tracking, purchase order (PO) creation, and invoice reconciliation.
• Documentation & Communications: Draft, edit, and format executive communications, presentations, reports, memos, and other business documents using information from cross-functional sources.
• AI & Process Optimization: Use generative AI tools and digital productivity platforms to streamline administrative workflows, synthesize information, automate routine tasks, and improve operational efficiency.
• Systems & Compliance Support: Support the implementation of new systems, processes, and platforms. Coordinate training activities and help maintain training compliance.
• Cross-Functional Collaboration: Collaborate with administrative teams and communities of practice to share best practices, improve working methods, and support departmental initiatives.
• Confidentiality & Judgment: Handle sensitive leadership and organizational information with discretion, professionalism, and sound business judgment.

Qualifications & Requirements

• Bachelor’s degree or equivalent practical experience.
• Minimum of 5 years of senior executive administrative experience, preferably in a complex corporate, scientific, or R&D environment.
• Advanced proficiency in Google Workspace and/or Microsoft 365.
• Hands-on experience with generative AI platforms such as ChatGPT or Gemini.
• Familiarity with prompt writing and using AI tools to summarize information, support routine tasks, and improve workflows.
• Ability to manage shifting priorities and meet deadlines in a fast-paced environment.
• Ability to collaborate effectively with senior leadership, internal stakeholders, vendors, and cross-functional teams.

Preferred Skills

• Executive calendar and complex meeting management
• Domestic and international travel planning
• Leadership offsite and corporate event coordination
• Expense management, purchase orders, and invoice reconciliation
• Candidate interview scheduling
• Google Workspace and Microsoft 365
• Generative AI tools and prompt engineering
• Workflow optimization and administrative process improvement
• Confidential document management
• Training coordination and compliance tracking

If interested, please send us your updated resume at [email protected]