Executive Assistant – R&D Computational Science & Informatics

The Fountain Group; Santa Clara (CA); On-site; USD 55,000 - 69,000; Full time

Job summary

The Fountain Group seeks an adaptable Executive Assistant to support leadership in R&D Computational Science and Informatics. This role drives high-level administrative, operational, and event management tasks while leveraging AI productivity tools to optimize executive workflows and reduce overhead.

Key responsibilities include calendar management, travel coordination, vendor relations, budgeting assistance, and drafting memos and reports from cross-functional data.

Qualifications

• Bachelor’s degree and 5+ years of senior executive support experience.
• Pharmaceutical/biotech corporate experience preferred.
• Advanced proficiency in Google Workspace and/or Microsoft 365.

Responsibilities

• Provide high-level administrative and operational support to executives.
• Coordinate domestic and international travel and events.
• Manage vendor relationships, interview scheduling, and office moves.
• Assist with budgets, PO creation, and invoice reconciliation.
• Draft memos, presentations, and reports from cross-functional data.
• Evaluate and optimize workflows using AI tools.

Skills

Executive support

Calendar management

AI tools

Travel coordination

Vendor management

Budgeting

Memos & reports

Confidentiality

Education

Bachelor’s degree + 5+ years

Tools

Google Workspace

Microsoft 365

Job description

Onsite position. Pay: $40-49.78. Duration: 1 year.

Summary

An adaptable, tech-forward Executive Assistant supporting the leadership team within R&D Computational Science and Informatics (CSI). This role drives high-level administrative, operational, and event management operations while leveraging modern AI productivity tools to optimize executive workflows, synthesize key information, and reduce administrative overhead across the department.

Key Responsibilities

• Executive & Leadership Support: Provide high-level administrative and operational support to CSI Chapter Leads and senior executives, proactively managing complex calendars, priorities, and daily operations.
• Event & Travel Coordination: End-to-end planning and execution of domestic and international travel itineraries, leadership offsites, large-scale department events, and multi-party conferences.
• Departmental Operations: Serve as the primary point of contact for administrative inquiries. Manage vendor relationships, candidate interview scheduling, office space planning/moves, and supply inventory.
• Financial & Expense Management: Assist with budget preparation, expense tracking, purchase order (PO) creation, and invoice reconciliation to ensure seamless financial operations.
• Document Management & Communications: Draft, edit, and format high-impact memos, presentations, reports, and documentation by aggregating and synthesizing data from cross-functional sources.
• Process & AI Optimization: Continuously evaluate and streamline administrative workflows using modern digital tools and generative AI to reduce team friction and enhance productivity.
• Systems Leadership: Represent the department with high polish and professionalism; serve as the administrative lead for new systems, processes, platforms, and training compliance.
• Cross-Functional Collaboration: Actively participate in administrative communities of practice to share best practices, implement modern working methods, and support cross-departmental initiatives.
• Discretion & Judgment: Exercise sound business judgment, independent initiative, and strict confidentiality when handling sensitive organizational and leadership matters.

Qualifications & Requirements

• Education & Experience: Bachelor's degree (or equivalent experience) paired with 5+ years of senior executive administrative experience in complex, fast-paced corporate or R&D environments is required.
• Pharmaceutical/medical device/biotechnology corporate experience is strongly preferred.
• Productivity Tools: Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365) is required.
• AI Fluency: Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques to synthesize information, automate routine workflows, and collaborate effectively with AI-fluent leadership is required.
• Organization & Execution: Exceptional organizational skills, meticulous attention to detail, and a proven ability to prioritize and execute under shifting timelines.
• Communication & Discretion: Poised written and verbal communication skills with a strong track record of managing confidential and sensitive strategic information.