Role: Administrative Assistant

Location: On-site in Alameda, California

Duration: 6-month contract (with opportunity to extend)

Compensation: up to $25/hour W2 (Benefits: Medical, Dental, Vision, 401K, LTD Insurance)

Are you a detail-oriented and resourceful professional eager to contribute to a high-performing team in a dynamic environment? We’re seeking an Administrative Assistant to provide top-notch support to senior leaders and teams, ensuring smooth daily operations and efficient project execution. If you excel at managing complex schedules, handling multiple priorities, and maintaining a high level of professionalism, this role is perfect for you!

Key Responsibilities

• Executive Support : Deliver comprehensive administrative support to senior executives, including scheduling, prioritizing tasks, and managing communications.
• Calendar Management : Organize and maintain busy calendars across multiple time zones, resolving conflicts and ensuring seamless scheduling.
• Travel Coordination : Arrange detailed travel plans and itineraries, emphasizing cost-effective and efficient solutions for events and meetings.
• Document Preparation : Create, edit, and distribute professional-quality presentations, reports, and documents.
• HR Collaboration : Assist with recruitment activities, including scheduling interviews and onboarding new team members.
• Procurement Assistance : Handle contracts, purchase orders, and requisitions through systems like DocuSign and COUPA.
• Event Planning : Organize events such as large meetings, training sessions, offsite gatherings, and team all-hands events, managing logistics like venue setup, catering, and AV needs.
• Information Management : Maintain and oversee Teams SharePoint sites and uphold data confidentiality.
• Office Operations : Monitor office supply inventory, coordinate team breakfasts and snacks, and manage expense reports within budgetary guidelines.
• Stakeholder Interaction : Act as a point of contact for senior-level internal and external stakeholders, delivering excellent service and communication.
• Project Coordination : Support project management tasks, from setting goals to monitoring progress and ensuring on-time delivery.

Skills and Qualifications

• Proven track record of managing multiple projects and priorities with precision and efficiency.
• Exceptional written and verbal communication skills, with a professional demeanor suited to high-level executives.
• Expertise in scheduling, event coordination, and logistics.
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and collaboration tools like Teams and Slack.
• Familiarity with platforms such as SharePoint, DocuSign, and COUPA for document and procurement management.
• Strong problem-solving skills and adaptability to dynamic environments.
• Collaborative mindset with excellent interpersonal skills to foster team morale and build relationships.
• Knowledge of data confidentiality and privacy best practices.

Preferred Experience

• Administrative support in pharmaceuticals or a similarly regulated industry.
• Hands-on experience with project coordination and event planning.

Work Environment

This is an on-site role based in Alameda, California, within a fast-paced, collaborative workplace that values innovation and excellence.

If you thrive on juggling priorities and building strong organizational systems, join us in this vital role where your contributions will make a tangible impact. Apply today!

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RGP is proud to be an Equal Opportunity Employer and committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, national origin, gender, pregnancy, sexual orientation, gender identity, age, physical or mental disability, genetic information, veteran status, or any other legally protected trait and encourage all applicants to apply.

If you are applying for a position in San Francisco, Los Angeles, or Los Angeles County, please visit the RGP Notice on Fair Chance Ordinances page . (