Job Title: Regulatory Administrative Assistant
Job Description
The Regulatory Administrative Assistant provides comprehensive administrative support to the Regulatory Department and its leadership team. This role manages a variety of critical administrative tasks with professionalism, including executive calendar and travel coordination, expense and purchase order processing, contract routing, and meeting and event coordination. The position requires strong organizational skills, excellent attention to detail, and the ability to communicate clearly and maintain confidentiality while supporting multiple stakeholders in a fast-paced environment.
Responsibilities
Provide high-level administrative support to Regulatory leadership, including the Vice President and other team members as needed.
Manage complex calendars, including scheduling and coordinating meetings, conference calls, and virtual meetings across multiple time zones, including international partners on occasion.
Coordinate travel arrangements, including use of online resources, and prepare and process expense reports for the Vice President using tools such as Concur.
Create and manage department purchase orders in Oracle, track invoices and payments, and prepare summary reports as required.
Generate expenditure reports and assist department leaders in adjusting budget projections within the automated system.
Coordinate submission and approval of contracts to the Legal department using DocuSign CLM, ensuring timely routing and completion.
Plan and coordinate department activities and team-building events, including ordering and arranging meals when necessary.
Arrange special meetings, including securing locations and facilities, sending meeting confirmation emails, and preparing and distributing meeting materials.
Create, format, and edit documents and spreadsheets using Microsoft Word, Excel, Smartsheet, PowerPoint, Visio, and Adobe Acrobat.
Maintain and update the Regulatory organization chart for use by Finance, Human Resources, and other internal functions.
Prioritize and manage multiple tasks concurrently while meeting aggressive timelines and handling unexpected changes or delays.
Maintain strict confidentiality of sensitive information, using tact and discretion at all times.
Adhere to company policies, procedures, and practices while supporting a positive and innovative work environment.
Perform other administrative duties as assigned to support the overall effectiveness of the Regulatory Department.
Essential Skills
Bachelor's degree or equivalent work experience.
Generally 4-6 years of experience in an administrative support role, including direct support of at least one executive-level staff member.
Proficiency with Microsoft Office Suite, including Word and Excel.
Experience with Concur for travel and expense management.
Experience creating and managing purchase orders (POs), preferably in Oracle.
Demonstrated experience in executive administrative support, including calendar management and meeting coordination using Outlook.
Proven ability to prioritize and manage multiple tasks concurrently under aggressive timelines.
Ability to adapt to changing work environments, manage competing priorities, and handle delays or unexpected events effectively.
Strong attention to detail with excellent planning and time management skills.
Clear and effective verbal and written communication skills across all organizational levels.
Strong interpersonal skills and the ability to work under pressure with minimal supervision.
Ability to identify sensitive information and maintain confidentiality with tact and discretion.
High accuracy and attention to detail in all assigned tasks.
Additional Skills & Qualifications
Experience with DocuSign CLM or similar contract lifecycle management tools.
Experience using Smartsheet, PowerPoint, Visio, and Adobe Acrobat to create and edit documents and presentations.
Experience in event coordination and team-building activity planning, including logistics and meal coordination.
Comfort working with automated budgeting and expenditure reporting systems.
Demonstrated commitment to fostering a positive and innovative work environment.
Consistent adherence to organizational policies, procedures, and best practices.
Experience collaborating with internal partners such as Finance and Human Resources.
Experience coordinating work and meetings across multiple time zones, including international stakeholders.
Work Environment
This is an onsite role with a standard 8-hour workday and some flexibility in start and end times. The position involves regular collaboration with colleagues and partners in different time zones, including international participants on occasion, which may require careful scheduling and coordination of meetings and conference calls. The work environment is professional, team-oriented, and focused on supporting a dynamic Regulatory Department. You will use tools such as Microsoft Office Suite, Oracle, Concur, DocuSign CLM, Smartsheet, PowerPoint, Visio, and Adobe Acrobat on a daily basis. The setting encourages clear communication, accountability, and a positive, innovative approach to administrative support.
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 Jun 10, 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.
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.
