Executive Administrative Assistant

Cynet Systems • Santa Clara, CA

3d

About The Position

An adaptable, technology-forward Executive Administrative Assistant is needed to support the leadership team within RDS R&D Computational Science and Informatics (CSI). The role provides high-level administrative and operational support and manages events, travel, financial processes, documents, and departmental operations. It also uses digital productivity tools and generative AI to streamline executive workflows, synthesize information, and reduce administrative overhead. The position requires sound judgment, initiative, professionalism, and strict confidentiality when handling sensitive organizational and leadership matters.

Requirements

• Bachelor's degree or equivalent experience.
• At least 5 years of senior executive administrative experience in complex, fast-paced corporate or R&D environments.
• Advanced proficiency in modern cloud-based productivity suites such as Google Workspace and/or Microsoft 365.
• Hands-on experience using generative AI platforms such as ChatGPT or Gemini, including prompt-writing techniques to synthesize information, automate routine workflows, and collaborate with AI-fluent leadership.
• Exceptional organizational skills and meticulous attention to detail.
• Proven ability to prioritize and execute under shifting timelines.
• Poised written and verbal communication skills.
• Strong track record of managing confidential and sensitive strategic information.

Responsibilities

• Provide high-level administrative and operational support to CSI Chapter Leads and senior executives, proactively managing complex calendars, priorities, and daily operations.
• Plan and execute domestic and international travel itineraries, leadership offsites, large-scale department events, and multi-party conferences.
• Serve as the primary point of contact for administrative inquiries; manage vendor relationships, candidate interview scheduling, office space planning and moves, and supply inventory.
• Assist with budget preparation, expense tracking, purchase order creation, and invoice reconciliation.
• Draft, edit, and format memos, presentations, reports, and other documentation by aggregating and synthesizing information from cross-functional sources.
• Evaluate and streamline administrative workflows using digital tools and generative AI to reduce friction and enhance productivity.
• Represent the department professionally and serve as the administrative lead for new systems, processes, platforms, and training compliance.
• Participate in administrative communities of practice, share best practices, implement modern working methods, and support cross-departmental initiatives.
• Exercise sound business judgment, independent initiative, and strict confidentiality when handling sensitive organizational and leadership matters.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior