Pay Range: $45.50hr - $50.50hr

Job Overview:

An adaptable, tech-forward Executive Assistant supporting the leadership team within the organization's Computational Science and Informatics research and development division. This role drives high-level administrative, operational, and event management operations while leveraging modern AI productivity tools to optimize executive workflows, synthesize key information, and reduce administrative overhead across the department.

Key Responsibilities:

• Provide high-level administrative and operational support to chapter leads and senior executives, proactively managing complex calendars, priorities, and daily operations.
• Manage end-to-end planning and execution of 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 to ensure seamless financial operations.
• Draft, edit, and format high-impact memos, presentations, reports, and documentation by aggregating and synthesizing data from cross-functional sources.
• Continuously evaluate and streamline administrative workflows using modern digital tools and generative AI to reduce team friction and enhance productivity.
• Represent the department with high polish and professionalism, serving as the administrative lead for new systems, processes, platforms, and training compliance.
• Actively participate in administrative communities of practice to 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.

Qualifications & Requirements:

• Bachelor's degree (or equivalent experience) paired with 5+ years of senior executive administrative experience in complex, fast-paced corporate or research and development environments.
• Advanced proficiency in modern cloud-based productivity suites, such as Google Workspace and 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.