Team Administrative Assistant - R&D Operations & AI Productivity

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, 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/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 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.