Administrative Associate

Description Home Search Jobs Job Description Administrative Associate Contract: Palo Alto, California, US Salary Range: 35.00 - 42.00 | Per Hour Job Code: 367675 End Date: 2026-03-22 Days Left: 19 days, 2 hours left Apply Client: Higher Job Title: Administrative Associate Location: Palo Alto, CA 94304 - Hybrid Role - 2 day onsite Duration: 03Months (Potential for conversion) Pay Range: ($38-$42) hourly Position Summary The Senior Administrative Associate provides high-level administrative and operational support to the Department Manager, Chair, or Supervisor. This role serves as a key partner in managing administrative priorities, coordinating complex events, overseeing financial transactions, and supporting day-to-day departmental operations. The position requires strong independent judgment, exceptional organizational skills, and the ability to manage multiple high-impact responsibilities simultaneously. Responsibilities:Administrative & Operational Leadership Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative issues. Identify operational inefficiencies and implement process improvements. Serve as a central point of coordination across internal teams and external stakeholders. Event & Conference Management Plan, organize, and execute complex conferences, seminars, and departmental events. Coordinate with vendors and service providers for venue, catering, materials, and logistics. Oversee event budgets and ensure expenditures remain within approved limits. Manage production and distribution of event materials and communications. Executive Support & Calendar Management Independently manage complex calendars with minimal oversight. Resolve scheduling conflicts and coordinate meetings with multiple stakeholders. Arrange travel in compliance with departmental, university, and sponsor policies. Document Preparation & Communications Draft, edit, and fact-check correspondence, presentations, reports, grants, and course materials. Create and maintain content for unit documents, reports, brochures, websites, and social media platforms. Perform substantial editing and ensure accuracy and professional quality of all materials. Financial Administration & Budget Oversight Process and oversee complex financial transactions. Monitor and reconcile budget statements and investigate discrepancies. Assist with capital or special equipment requests and vendor selection. Maintain accurate financial documentation and compliance with applicable policies. Reporting & Data Management Create complex reports and spreadsheets utilizing specialized software and systems. Track departmental metrics and prepare analytical summaries as needed. Office & Facilities Coordination Coordinate routine maintenance services. Plan and manage office relocations or minor renovation projects. Liaise with facilities and vendors to ensure timely completion of services. Staff Supervision Lead or oversee the day-to-day work of student or temporary staff. Assign tasks, establish deadlines, and monitor quality and timeliness of work. Provide input for performance evaluations. Required Qualifications: Bachelor's degree or equivalent combination of education and experience. 4+ years of progressively responsible administrative experience. Experience supporting senior leadership. Demonstrated experience in budget management and financial reconciliation. Strong proficiency in MS Office Suite, especially Excel. Excellent written and verbal communication skills. Strong organizational, analytical, and problem-solving skills. Benefits: The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, paid holidays annually - AS Applicable). Job Requirement Admin Office Vendor BUdget Executive Reach Out to a Recruiter Recruiter Email Phone Mradul Khampariya 8139371148 Apply Now

Created: 2026-03-04