Senior Administrative Assistant

Aston Carter•Santa Clara, CA

13h•$28 - $41•Onsite

About The Position

The Regulatory Administrative Assistant provides comprehensive support to the Regulatory Department, including the VP of Regulatory and other team members as needed. This role is responsible for delivering day-to-day administrative assistance, ensuring clear communication, maintaining confidentiality, and demonstrating accountability. The position involves managing a wide range of activities and critical administrative tasks with professionalism.

Requirements

Proficiency with Microsoft Office suite (Word, Excel), Concur.
Ability to prioritize and manage multiple tasks concurrently under aggressive timelines.
Ability to adapt to change in the work environment, manage competing priorities, and handle delays or unexpected events.
Detail-oriented with excellent planning and time management abilities.
Clear and effective verbal and written communication skills across all organizational levels.
Strong interpersonal skills and ability to work under pressure with minimal supervision.
Ability to identify sensitive information and maintain confidentiality with tact and discretion.
Bachelor’s degree or equivalent work experience.
Generally requires 4-6 years in an administrative support role, supporting at least one executive staff member.
Experience in travel management, including the use of online resources.
High accuracy and attention to detail in all tasks.

Responsibilities

Provide administrative support for Regulatory leadership, including management of meetings, conference calls, calendar management, and travel, including expense reports for the VP.
Create department purchase orders in Oracle, track invoices and payments, and provide summary reports as required; create reports for expenditure; assist department leaders in adjusting budget projections in the automated system.
Coordinate submission and approval of contracts to the Legal department using DocuSign CLM.
Coordinate Department activities, Team Building events, and virtual meetings including coordinating/ordering meals as necessary.
Create and edit documents and spreadsheets from Microsoft Word, Excel, Smartsheet, PowerPoint, Visio, and Adobe Acrobat.
Arrange special meetings including locations/facilities; send meeting confirmation emails; prepare and distribute meeting materials.
Maintain the Regulatory Organization Chart for use with Finance, HR among other internal functions.
Other duties as assigned.