Executive Assistant & Operations Specialist (Onsite)

Apollopros; Santa Clara (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Apollopros in Santa Clara, CA is seeking a highly organized Team Administrative Assistant onsite to support senior leaders in a fast-paced research environment. The role emphasizes executive support, event coordination, and operational excellence using modern productivity tools, including AI, to streamline workflows.

You will manage complex calendars, coordinate travel and meetings, handle communications and documentation, and work with cross-functional partners to keep programs on track.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of executive/administrative support experience in fast-paced environments.
• Proficient with calendar management and document creation.
• Experience with virtual meeting platforms and collaboration tools.
• Familiarity with AI-enabled productivity tools.

Responsibilities

• Provide administrative and operational support to senior leaders.
• Manage complex calendars and scheduling priorities.
• Coordinate travel, meetings, and events.
• Support budget preparation and expense tracking.
• Draft and format presentations and reports.
• Identify and implement process improvements with AI tools.

Skills

Executive support

Calendar management

Operational excellence

AI tools / productivity

Event coordination

Education

Bachelor's degree

Tools

Microsoft 365

Google Workspace

Presentation software

Job description

Apollopros in Santa Clara, CA is seeking a highly organized Team Administrative Assistant onsite to support senior leaders in a fast-paced research environment. The role emphasizes executive support, event coordination, and operational excellence using modern productivity tools, including AI, to streamline workflows.

You will manage complex calendars, coordinate travel and meetings, handle communications and documentation, and work with cross-functional partners to keep programs on track.