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Operations Administrative Assistant

Aston Carter • Santa Clara, CA • 5h ago

Client- global medical device company

6-month Contract-to-Hire

Onsite in Santa Clara, CA Mon-Fri 8am-5pm.

Offering $27-41/hr with benefits

Job 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.

Responsibilities

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

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

Arrange special meetings including 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.

Essential Skills

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

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.

Additional Skills & Qualifications

Bachelor's degree or equivalent work experience.

Generally requires 3-5 years in an administrative support role, supporting at least one executive staff member.

Proven tenure on resume.

Experience in travel management, including the use of online resources.

High accuracy and attention to detail in all tasks.

Work Environment

The position requires working onsite with flexible start and end times for an 8-hour workday. Collaboration with partners in different time zones, including international partners, may be required occasionally.

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 Mar 12, 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® double diamond 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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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