Administrative Assistant II

Apollo Professional Solutions, Inc.; South San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Apollo Professional Solutions, Inc. is seeking a seasoned Administrative Assistant to provide executive-level support in a fast-paced scientific environment. You will manage calendars, coordinate meetings and travel, and handle confidential information with discretion.

The role emphasizes proactive problem-solving, cross-functional collaboration, and efficient administrative operations across departments.

Qualifications

• High School Diploma required; Associate's or Bachelor's degree preferred.
• 5-10 years of administrative experience or equivalent transferable professional experience.
• Strong proficiency in executive-level administrative support and office management.
• Ability to work independently with minimal supervision while managing both planned and urgent requests.
• Proven experience handling multiple priorities in a fast-paced environment.
• Strong organizational, time management, and problem-solving skills.
• Excellent discretion and professionalism when handling confidential information.
• Effective written, verbal, and interpersonal communication skills.
• Ability to collaborate with employees at all levels, including senior leadership and cross-functional teams.

Responsibilities

• Executive & Administrative Support: Manage multiple complex executive calendars and scheduling priorities.
• Coordinate meetings, workshops, offsite events, and team-building activities.
• Facilitate timely and accurate communication on behalf of leadership and team members.
• Support leaders and staff with a wide range of administrative needs and special projects.
• Maintain department tracking tools, records, and reporting systems using standard software applications.

Skills

Calendar management

Travel coordination

Expense reporting

Office administration

Project coordination

Microsoft Office

Google Workspace

Executive scheduling

Multi-priority management

Education

High School Diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Job description

Administrative Assistant (Senior-Level Support)

About the Opportunity

We are seeking a highly organized and proactive Contract Administrative Assistant to provide executive-level support to senior leaders and teams within a scientific and research-focused environment. This role is ideal for an experienced administrative professional who thrives in a fast-paced setting, enjoys managing multiple priorities, and excels at creating efficiencies across teams and functions. The successful candidate will serve as a trusted partner to leadership, supporting day-to-day operations, coordinating critical business activities, and ensuring seamless communication across departments.

Key Responsibilities

• Executive & Administrative Support
  • Manage multiple complex executive calendars and scheduling priorities.
  • Coordinate meetings, workshops, offsite events, and team-building activities.
  • Facilitate timely and accurate communication on behalf of leadership and team members.
  • Support leaders and staff with a wide range of administrative needs and special projects.
  • Maintain department tracking tools, records, and reporting systems using standard software applications.
• Travel & Expense Management
  • Coordinate domestic and international travel arrangements.
  • Support conference registrations and attendance logistics.
  • Process invoices, payments, expense reports, and related documentation through company systems.
• Team & Project Coordination
  • Partner with administrative professionals across departments to ensure smooth business operations.
  • Contribute to moderately complex projects and assignments while managing competing priorities.
  • Identify process improvements, potential gaps, and operational efficiencies, providing constructive recommendations.
  • Serve as a valuable resource for employees and administrative teams.
  • Provide backup support for other administrative professionals as needed.
  • May assist with coordinating and delegating administrative work within the team.
• Business Partnership & Decision Making
  • Exercise sound judgment when handling confidential and sensitive information.
  • Resolve routine operational issues within established guidelines.
  • Build effective working relationships with internal stakeholders and cross-functional teams.
  • Demonstrate exceptional customer service and team collaboration skills.
  • Perform additional duties and special projects as assigned.

Required Qualifications

• High School Diploma required; Associate's or Bachelor's degree preferred.
• 5-10 years of administrative experience or equivalent transferable professional experience.
• Strong proficiency in executive-level administrative support and office management.
• Ability to work independently with minimal supervision while managing both planned and urgent requests.
• Proven experience handling multiple priorities in a fast-paced environment.
• Strong organizational, time management, and problem-solving skills.
• Excellent discretion and professionalism when handling confidential information.
• Effective written, verbal, and interpersonal communication skills.
• Ability to collaborate with employees at all levels, including senior leadership and cross-functional teams.

Preferred Qualifications

• Experience supporting project teams within scientific, biotechnology, pharmaceutical, research, healthcare, or related industries.
• Demonstrated ability to build partnerships across departments to improve efficiency and collaboration.
• Previous experience providing support within a matrixed or highly collaborative organization.

What We’re Looking For

The ideal candidate is a detail-oriented, adaptable, and customer-focused professional who can anticipate needs, manage competing priorities, and provide exceptional support to leadership and teams.

Keywords: Administrative Assistant, Executive Assistant, Administrative Support, Executive Support, Calendar Management, Travel Coordination, Expense Reporting, Office Administration, Project Coordination, Microsoft Office, Google Workspace, Executive Scheduling, Contract Administrative Assistant, Senior Administrative Assistant.