Administrative Assistant

Description

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.

• Provide administrative support for Regulatory leadership, including management of meetings, conference calls, calendar management and travel, to include 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 to include coordinating/‌ordering meals as necessary

• Create and edit documents and spreadsheets from Microsoft Word, Excel, Smartsheet, PowerPoint, Visio and Adobe Acrobat

• Arrange special meetings to include 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

Skills

administrative support, microsoft office, calendaring, oracle, docusign, calendar management, executive support, executive administrative support, outlook

Top Skills Details

administrative support,microsoft office,calendaring,oracle,docusign

Additional Skills & Qualifications

• Bachelor’s degree or equivalent work experience

• Generally requires 3+ years in an administrative support role, supporting at least 1 executive staff member

• Proficiency with Microsoft Office suite (Word, Excel), Concur

• Demonstrated 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

• Commitment to fostering a positive and innovative work environment

• Adherence to company policies, procedures, and practices

• Experience in travel management, including use of online resources

• High accuracy and attention to detail in all tasks

Experience Level

Intermediate Level

Job Type & Location

This is a Contract to Hire position based out of Santa Clara, CA.

Pay and Benefits

The pay range for this position is $27.64 - $41.10/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Santa Clara,CA.

Application Deadline

This position is anticipated to close on Jul 24, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.