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

Planet Pharma; Santa Clara (CA); On-site; USD 55,000 - 63,000; Full time

Job summary

Planet Pharma is seeking an adaptable, tech-forward Executive Assistant to support the leadership team within RDS R&D Computational Science and Informatics (CSI). You will drive high-level administrative and operational tasks, synthesize data with AI tools, and optimize executive workflows across the department.

Your role includes managing complex calendars, travel, events, budgets, and cross-functional communications, while maintaining confidentiality and professional discretion at all times.

Qualifications

• 5+ years of senior executive administrative experience in fast-paced corporate or R&D settings.
• Advanced proficiency with cloud productivity suites (Google Workspace and/or Microsoft 365).
• Hands-on use of generative AI platforms to synthesize information and automate workflows.
• Exceptional organizational skills with attention to detail and deadline management.
• Strong written and verbal communication with confidentiality.

Responsibilities

• Provide high-level admin and operational support to leadership, managing calendars and priorities.
• Coordinate domestic and international travel, events, and large department gatherings.
• Manage vendor relationships, interviews, office moves, and supplies.
• Assist with budgets, POs, and invoice reconciliations for smooth finances.
• Draft and format memos, presentations, and reports from cross-functional data.
• Evaluate and optimize workflows using AI and digital tools.
• Represent the department with professionalism and training compliance.
• Collaborate across departments to share best practices and initiatives.
• Exercise discretion with confidential strategic information.

Skills

Bachelor's degree/-equivalent

Executive admin experience

AI productivity tools

Google Workspace / MS 365

Calendar & travel coordination

Education

Bachelor's degree or equivalent

Tools

ChatGPT

Gemini

Job description

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: Bachelors 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.

Pay ranges between 40-46/hr based on experience