Executive Assistant – R&D Computational Science & Informatics

Dawar Consulting•Santa Clara, CA

3d•Onsite

About The Position

Our client, a world leader in life sciences and biotechnology, is looking for an “Executive Assistant – R&D Computational Science & Informatics” based in Santa Clara, CA. This role provides high-level executive administrative, operational, financial, travel, and event management support in a fast-paced corporate or R&D environment. The ideal candidate is highly organized, proactive, and comfortable using modern productivity platforms and generative AI tools, such as ChatGPT and Gemini, to streamline administrative workflows, synthesize information, improve communication, and enhance team productivity.

Requirements

Bachelor’s degree or equivalent practical experience.
Minimum of 5 years of senior executive administrative experience, preferably in a complex corporate, scientific, or R&D environment.
Advanced proficiency in Google Workspace and/or Microsoft 365.
Hands-on experience with generative AI platforms such as ChatGPT or Gemini.
Familiarity with prompt writing and using AI tools to summarize information, support routine tasks, and improve workflows.
Ability to manage shifting priorities and meet deadlines in a fast-paced environment.
Ability to collaborate effectively with senior leadership, internal stakeholders, vendors, and cross-functional teams.

Nice To Haves

Executive calendar and complex meeting management
Domestic and international travel planning
Leadership offsite and corporate event coordination
Expense management, purchase orders, and invoice reconciliation
Candidate interview scheduling
Google Workspace and Microsoft 365
Generative AI tools and prompt engineering
Workflow optimization and administrative process improvement
Confidential document management
Training coordination and compliance tracking

Responsibilities

Provide administrative and operational support to CSI Chapter Leads and senior executives.
Manage complex calendars, coordinate priorities, and support daily leadership operations.
Plan and coordinate domestic and international travel, leadership offsites, departmental events, and multi-party conferences.
Serve as the primary contact for administrative inquiries.
Coordinate vendor relationships, candidate interview scheduling, office space planning, moves, and supply inventory.
Support budget preparation, expense tracking, purchase order (PO) creation, and invoice reconciliation.
Draft, edit, and format executive communications, presentations, reports, memos, and other business documents using information from cross-functional sources.
Use generative AI tools and digital productivity platforms to streamline administrative workflows, synthesize information, automate routine tasks, and improve operational efficiency.
Support the implementation of new systems, processes, and platforms.
Coordinate training activities and help maintain training compliance.
Collaborate with administrative teams and communities of practice to share best practices, improve working methods, and support departmental initiatives.
Handle sensitive leadership and organizational information with discretion, professionalism, and sound business judgment.