Team Administrative Assistant - R&D Operations & AI Productivity

SGS Consulting; Sacramento (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

SGS Consulting is seeking an experienced executive assistant to provide confidential, high-level support to chapter leads and senior leaders in Sacramento. The role encompasses calendar, travel planning, and cross-functional coordination to maintain smooth operations.

You will leverage AI tools to optimize workflows, draft strategic documents, and manage sensitive information with discretion, enabling leadership to focus on critical priorities in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent with 5+ years senior executive admin experience.
• Proficiency in Google Workspace and/or Microsoft 365.
• Experience with generative AI platforms and prompting techniques.
• Excellent organizational and communication skills.
• Ability to manage confidential information with discretion.

Responsibilities

• Provide high-level administrative support to CSI Chapter Leads and executives.
• Plan and coordinate domestic and international travel.
• Manage calendars, priorities and daily operations.
• Assist with budget prep, PO creation and invoice reconciliation.
• Draft, edit and format memos, presentations and reports with data synthesis.
• Evaluate and streamline workflows using AI to reduce friction.
• Lead admin systems, processes, platforms and training compliance.
• Collaborate across departments and share best practices.
• Exercise strong confidentiality and professional judgment.

Skills

Calendar management

Travel coordination

Executive support

Document drafting

Data synthesis

Process optimization

Communication

Confidential handling

Education

Bachelor’s degree

5+ years executive admin

Tools

Google Workspace

Microsoft 365

ChatGPT

Gemini

AI prompting

Job description

Job Responsibilities

• Executive & Leadership Support: Provide high-level administrative and operational support to CSI Chapter Leads and senior executives, proactively managing complexcalendars, 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, andmulti-party conferences.


• Departmental Operations: Serve as the primary point of contact for administrative inquiries. Manage vendor relationships, candidate interview scheduling, office spaceplanning/moves, and supply inventory.


• Financial & Expense Management: Assist with budget preparation, expense tracking, purchase order (PO) creation, and invoice reconciliation to ensure seamless financialoperations.


• Document Management & Communications: Draft, edit, and format high-impact memos, presentations, reports, and documentation by aggregating and synthesizing datafrom cross-functional sources.


• Process & AI Optimization: Continuously evaluate and streamline administrative workflows using modern digital tools and generative AI to reduce team friction andenhance productivity.


• Systems Leadership: Represent the department with high polish and professionalism; serve as the administrative lead for new systems, processes, platforms, and trainingcompliance.


• Cross-Functional Collaboration: Actively participate in administrative communities of practice to share best practices, implement modern working methods, and supportcross-departmental initiatives.


• Discretion & Judgment: Exercise sound business judgment, independent initiative, and strict confidentiality when handling sensitive organizational and leadership matters

Skills

• Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).


• Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques to synthesize information, automate routine workflows, andcollaborate effectively with AI-fluent leadership.


• Exceptional organizational skills, meticulous attention to detail, and a proven ability to prioritize and execute under shifting timelines.


• Poised written and verbal communication skills with a strong track record of managing confidential and sensitive strategic information.


• Complex calendar and priority management.


• Domestic and international travel planning and coordination.


• Leadership offsite, department event, and conference management.


• Budget preparation, expense tracking, purchase order creation, and invoice reconciliation.


• Vendor relationship management and candidate interview scheduling.


• Document preparation, data synthesis, and workflow optimization.


• Sound business judgment, independent initiative, and strict confidentiality.

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.


• Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).


• Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques.


• Exceptional organizational skills, meticulous attention to detail, and the ability to prioritize and execute under shifting timelines.


• Poised written and verbal communication skills with experience managing confidential and sensitive strategic information.