AI-Driven Executive Assistant for R&D Leadership

Planet Pharma; Santa Clara (CA); On-site; USD 55,000 - 63,000; Full time

Job summary

Planet Pharma is seeking an adaptable, tech-forward Executive Assistant to support the leadership team within RDS R&D Computational Science and Informatics (CSI). You will drive high-level administrative and operational tasks, synthesize data with AI tools, and optimize executive workflows across the department.

Your role includes managing complex calendars, travel, events, budgets, and cross-functional communications, while maintaining confidentiality and professional discretion at all times.

Qualifications

• 5+ years of senior executive administrative experience in fast-paced corporate or R&D settings.
• Advanced proficiency with cloud productivity suites (Google Workspace and/or Microsoft 365).
• Hands-on use of generative AI platforms to synthesize information and automate workflows.
• Exceptional organizational skills with attention to detail and deadline management.
• Strong written and verbal communication with confidentiality.

Responsibilities

• Provide high-level admin and operational support to leadership, managing calendars and priorities.
• Coordinate domestic and international travel, events, and large department gatherings.
• Manage vendor relationships, interviews, office moves, and supplies.
• Assist with budgets, POs, and invoice reconciliations for smooth finances.
• Draft and format memos, presentations, and reports from cross-functional data.
• Evaluate and optimize workflows using AI and digital tools.
• Represent the department with professionalism and training compliance.
• Collaborate across departments to share best practices and initiatives.
• Exercise discretion with confidential strategic information.

Skills

Bachelor's degree/-equivalent

Executive admin experience

AI productivity tools

Google Workspace / MS 365

Calendar & travel coordination

Education

Bachelor's degree or equivalent

Tools

ChatGPT

Gemini

Job description

Planet Pharma is seeking an adaptable, tech-forward Executive Assistant to support the leadership team within RDS R&D Computational Science and Informatics (CSI). You will drive high-level administrative and operational tasks, synthesize data with AI tools, and optimize executive workflows across the department.

Your role includes managing complex calendars, travel, events, budgets, and cross-functional communications, while maintaining confidentiality and professional discretion at all times.