Administrative Assistant

Aston Carter•Santa Clara, CA

5d•$28 - $41•Onsite

About The Position

The Regulatory Administrative Assistant provides comprehensive administrative support to the Regulatory Department and its leadership team. This role manages a variety of critical administrative tasks with professionalism, including executive calendar and travel coordination, expense and purchase order processing, contract routing, and meeting and event coordination. The position requires strong organizational skills, excellent attention to detail, and the ability to communicate clearly and maintain confidentiality while supporting multiple stakeholders in a fast-paced environment.

Requirements

Bachelor’s degree or equivalent work experience.
Generally 4–6 years of experience in an administrative support role, including direct support of at least one executive-level staff member.
Proficiency with Microsoft Office Suite, including Word and Excel.
Experience with Concur for travel and expense management.
Experience creating and managing purchase orders (POs), preferably in Oracle.
Demonstrated experience in executive administrative support, including calendar management and meeting coordination using Outlook.
Proven ability to prioritize and manage multiple tasks concurrently under aggressive timelines.
Ability to adapt to changing work environments, manage competing priorities, and handle delays or unexpected events effectively.
Strong attention to detail with excellent planning and time management skills.
Clear and effective verbal and written communication skills across all organizational levels.
Strong interpersonal skills and the ability to work under pressure with minimal supervision.
Ability to identify sensitive information and maintain confidentiality with tact and discretion.
High accuracy and attention to detail in all assigned tasks.

Nice To Haves

Experience with DocuSign CLM or similar contract lifecycle management tools.
Experience using Smartsheet, PowerPoint, Visio, and Adobe Acrobat to create and edit documents and presentations.
Experience in event coordination and team-building activity planning, including logistics and meal coordination.
Comfort working with automated budgeting and expenditure reporting systems.
Demonstrated commitment to fostering a positive and innovative work environment.
Consistent adherence to organizational policies, procedures, and best practices.
Experience collaborating with internal partners such as Finance and Human Resources.
Experience coordinating work and meetings across multiple time zones, including international stakeholders.

Responsibilities

Provide high-level administrative support to Regulatory leadership, including the Vice President and other team members as needed.
Manage complex calendars, including scheduling and coordinating meetings, conference calls, and virtual meetings across multiple time zones, including international partners on occasion.
Coordinate travel arrangements, including use of online resources, and prepare and process expense reports for the Vice President using tools such as Concur.
Create and manage department purchase orders in Oracle, track invoices and payments, and prepare summary reports as required.
Generate expenditure reports and assist department leaders in adjusting budget projections within the automated system.
Coordinate submission and approval of contracts to the Legal department using DocuSign CLM, ensuring timely routing and completion.
Plan and coordinate department activities and team-building events, including ordering and arranging meals when necessary.
Arrange special meetings, including securing locations and facilities, sending meeting confirmation emails, and preparing and distributing meeting materials.
Create, format, and edit documents and spreadsheets using Microsoft Word, Excel, Smartsheet, PowerPoint, Visio, and Adobe Acrobat.
Maintain and update the Regulatory organization chart for use by Finance, Human Resources, and other internal functions.
Prioritize and manage multiple tasks concurrently while meeting aggressive timelines and handling unexpected changes or delays.
Maintain strict confidentiality of sensitive information, using tact and discretion at all times.
Adhere to company policies, procedures, and practices while supporting a positive and innovative work environment.
Perform other administrative duties as assigned to support the overall effectiveness of the Regulatory Department.