Team Administrative Assistant – R&D Operations & AI Productivity

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

Job summary

SGS Consulting is seeking a Team Administrative Assistant to support the RDS R&D Computational Science & Informatics leadership. The role involves high-level administrative, operational, and event management work for a 1-year contract with potential extensions.

You will leverage AI productivity tools to streamline workflows and synthesize information for leadership. The position requires a Bachelor’s degree (or equivalent) and 5+ years of senior executive admin experience in fast-paced

Qualifications

• Bachelor’s degree (or equivalent) plus 5+ years of senior executive administrative experience in complex environments.
• Advanced proficiency with cloud productivity suites (Google Workspace and/or Microsoft 365).
• Hands-on experience with generative AI platforms (e.g., ChatGPT, Gemini) and prompt-writing to streamline workflows.

Responsibilities

• Provide high-level administrative and operational support to CSIChapter Leads and executives.
• Coordinate domestic and international travel, offsites, and major events.
• Manage calendars, priorities, and daily operations with discretion and efficiency.
• Assist with budget prep, PO creation, and invoice reconciliation.
• Draft and format memos, presentations, and reporting with data from cross-functional sources.
• Evaluate and optimize administrative workflows using AI tools to boost productivity.
• Lead rollout of new systems and training within the department.
• Collaborate across departments to share best practices and drive admin initiatives.
• Maintain confidentiality and exercise sound judgment in handling sensitive information.

Skills

Organization & Execution

Communication

AI Fluency

Productivity Tools

Education

Bachelor’s degree (or equivalent)

Tools

Google Workspace

Microsoft 365

Job description

Job Title: Team Administrative Assistant – RDS R&D Computational Science & Informatics

Job Duration: 01 Year Contract + (Highest possibilities of Extension)

Shift Schedule: Mon – Fri 09 Am to 05 Pm (with flexibility)

Job Summary

An adaptable, tech-forward Executive Assistant supporting the leadership team within RDS 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.
• Productivity Tools: Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).
• 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.
• 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.