Operations Administrative Assistant

Regulatory Administrative Assistant

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

administrative support, microsoft office, calendaring, oracle, docusign

administrative support, microsoft office, calendaring, oracle, docusign

Bachelor's degree or equivalent work experience

Generally requires 4-6 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

Intermediate Level

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

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)

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

This position is anticipated to close on Jul 29, 2026.