AI-Savvy Executive Assistant — R&D CSI Leaders

Dawar Consulting; California; On-site; USD 70,000 - 110,000; Full time

Job summary

Yes, Dawar Consulting is seeking an Executive Assistant to support our R&D Computational Science & Informatics leadership team in Santa Clara, CA. The role focuses on high-level administrative duties, calendar management, travel planning, and event coordination in a fast-paced environment.

The ideal candidate will leverage Google Workspace, Microsoft 365, and generative AI tools like ChatGPT and Gemini to streamline workflows, summarize information, and improve operational efficiency while

Qualifications

• 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.

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.

Skills

Calendar management

AI tools usage

Communication

Cross-functional collaboration

Discretion and professionalism

Education

Bachelor’s degree or equivalent practical experience

Tools

Google Workspace

Microsoft 365

ChatGPT

Gemini

Prompt engineering

Job description

Yes, Dawar Consulting is seeking an Executive Assistant to support our R&D Computational Science & Informatics leadership team in Santa Clara, CA. The role focuses on high-level administrative duties, calendar management, travel planning, and event coordination in a fast-paced environment.

The ideal candidate will leverage Google Workspace, Microsoft 365, and generative AI tools like ChatGPT and Gemini to streamline workflows, summarize information, and improve operational efficiency while