Team Administrative Assistant – RDS R&D Computational Science & Informatics

```htmlExecutive Assistant - RDS R&D Computational Science and Informatics Executive Assistant – RDS R&D Computational Science and Informatics (CSI)Job SummaryAn adaptable, tech-forward Executive Assistant supporting the leadership team within RDS R&D Computational Science and Informatics (CSI). This role drives high-level administrative, operational, and event management activities while leveraging modern AI productivity tools to optimize executive workflows, synthesize key information, and reduce administrative overhead across the department.Key ResponsibilitiesExecutive & 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: Plan and execute domestic and international travel itineraries, leadership offsites, large-scale departmental events, and multi-party conferences. Departmental Operations: Serve as the primary point of contact for administrative inquiries. Manage vendor relationships, candidate interview scheduling, office space planning and 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 data from 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 professionalism and serve as the administrative lead for new systems, processes, platforms, and training compliance. Cross-Functional Collaboration: 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. Qualifications & RequirementsEducation & Experience: Bachelor's degree or equivalent experience, along with at least five years of senior executive administrative experience in complex, fast-paced corporate or R&D environments. Productivity Tools: Advanced proficiency in modern cloud-based productivity suites, including Google Workspace and/or Microsoft 365. AI Fluency: Hands-on experience using generative AI platforms such as ChatGPT and Gemini, along with prompt-writing techniques to synthesize information, automate routine workflows, and collaborate effectively with AI-fluent leadership. Organization & Execution: Exceptional organizational skills, meticulous attention to detail, and a proven ability to prioritize and execute tasks under shifting timelines. Communication & Discretion: Poised written and verbal communication skills, with a strong track record of managing confidential and sensitive strategic information.