Team Administrative Assistant - RDS R&D Computational Science & Informatics

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

Team Administrative Assistant (Onsite | Santa Clara, CA) Location: Santa Clara, CA (Onsite) Schedule: Monday-Friday, 9:00 AM-5:00 PM with flexibility Employment Type: Contract

Join a High-Impact Leadership Support Team We are seeking a highly organized, tech-savvy Team Administrative Assistant to support senior leaders within a fast-paced Computational Science and Informatics organization. This role is ideal for a proactive professional who excels at executive support, event coordination, operational excellence, and leveraging modern productivity tools, including generative AI, to improve efficiency and streamline workflows. As a trusted partner to leadership, you will play a critical role in keeping teams organized, operations running smoothly, and strategic initiatives moving forward.

Key Responsibilities

Executive & Leadership Support

• Provide administrative and operational support to senior leaders and management teams.
• Manage complex calendars, scheduling priorities, meeting logistics, and day-to-day administrative activities.
• Anticipate leadership needs and proactively resolve scheduling and operational challenges.

Travel, Events & Meeting Coordination

• Coordinate domestic and international travel arrangements from planning through execution.
• Organize leadership offsites, department meetings, conferences, and large-scale events.
• Manage event logistics, vendor communications, meeting materials, and attendee coordination.

Department Operations

• Serve as the primary point of contact for administrative requests and inquiries.
• Coordinate candidate interview scheduling and onboarding activities.
• Support office space planning, relocations, vendor management, and supply inventory processes.

Financial Administration

• Assist with budget preparation and expense tracking.
• Create and process purchase orders (POs).
• Review invoices and support reconciliation activities to ensure efficient financial operations.

Communications & Documentation

• Draft, edit, and format presentations, reports, memos, and other business documents.
• Gather information from multiple stakeholders and synthesize data into clear, professional communications.
• Maintain organized records and documentation for leadership and team initiatives.

Process Improvement & AI Adoption

• Identify opportunities to streamline administrative workflows and improve team productivity.
• Utilize modern digital tools and generative AI platforms to automate routine tasks and enhance operational efficiency.
• Support the adoption of new systems, platforms, and best practices.

Cross-Functional Partnership

• Collaborate with administrative professionals and business partners across the organization.
• Share best practices and contribute to process improvement initiatives.
• Represent the department with professionalism, discretion, and a customer-focused approach.

Confidentiality & Professional Judgment

• Handle sensitive business information with the highest level of confidentiality.
• Demonstrate strong business judgment, initiative, and problem-solving skills when supporting leadership teams.

Qualifications

Required Experience

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of executive assistant, administrative assistant, or senior-level administrative support experience in a fast-paced corporate, technology, life sciences, or R&D environment.

Technical Skills

• Advanced proficiency with Microsoft 365 and/or Google Workspace.
• Strong experience with calendar management, document creation, collaboration tools, and virtual meeting platforms.

AI & Digital Tools

• Experience using generative AI tools such as ChatGPT, Gemini, or similar platforms.
• Ability to leverage AI-driven solutions for information synthesis, workflow optimization, and productivity enhancement.

Professional Skills

• Exceptional organization, attention to detail, and multitasking abilities.
• Strong written and verbal communication skills.
• Proven ability to prioritize competing deadlines and adapt to changing business needs.
• Demonstrated discretion when handling confidential and sensitive information.

Why Apply?

This is an exciting opportunity to support innovative teams while expanding your expertise in executive support, operations, event management, and emerging AI technologies. If you're a resourceful administrative professional who thrives in a dynamic environment and enjoys driving efficiency, we'd love to hear from you.