Team Administrative Assistant - R&D Operations & AI Productivity Job Sacramento area,California USA,Administrative/Clerical

Job 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, andmulti-party conferences.
Departmental Operations:
Serve as the primary point of contact for administrative inquiries. Manage vendor relationships, candidate interview scheduling, office spaceplanning/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 datafrom 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

Skills

Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).
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.
Exceptional organizational skills, meticulous attention to detail, and a proven ability to prioritize and execute under shifting timelines.
Poised written and verbal communication skills with a strong track record of managing confidential and sensitive strategic information.
Complex calendar and priority management.
Domestic and international travel planning and coordination.
Leadership offsite, department event, and conference management.
Budget preparation, expense tracking, purchase order creation, and invoice reconciliation.
Vendor relationship management and candidate interview scheduling.
Document preparation, data synthesis, and workflow optimization.
Sound business judgment, independent initiative, and strict confidentiality.

Education/Experience

Bachelor’s degree (or equivalent experience) paired with 5+ years of senior executive administrative experience in complex, fast-paced corporate or R&D environments.
Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).
Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques.
Exceptional organizational skills, meticulous attention to detail, and the ability to prioritize and execute under shifting timelines.
Poised written and verbal communication skills with experience managing confidential and sensitive strategic information.