Administrative Assistant

Job Details:

Position: Administrative Associate

Location: Stanford, CA (Hybrid: 2 days on-site)

Duration: 3 Months (High Possibility of Extension)

Responsibilities:

• Provide administrative or operational support working under general supervision.
• Events and Meetings (40%): Schedule, organize and run conferences, seminars and events, including recommending vendors, overseeing materials and coordinating logistics. This includes planning division and section retreats and conferences, preparing presentation slides, setting up video conferencing, booking travel and event spaces, coordinating faculty candidate interviews (virtual and in-person), and helping new faculty with onboarding and systems.
• Calendar and Travel Management (25%): Plan and manage faculty calendars, resolve scheduling conflicts, book conference rooms, share locations and directions, and arrange travel in line with unit, university and sponsor policies.
• Financial Transactions (15%): Process and monitor routine financial transactions and resolve discrepancies. This includes travel and general reimbursements for assigned faculty, P-card purchases, and contracting with vendors and affiliated organizations.
• Communications and Documents (10%): Draft routine communications and prepare documents such as presentations, handouts, grant proposals, reports and brochures, supporting multiple faculty members across the section and division.
• Office Supplies and Equipment (5%): Order and track supplies and invoices, get vendor quotes, coordinate office moves, and track office issues using Excel and online tools.
• Website Maintenance (5%): Keep the division’s website content up to date.
• Other duties may also be assigned.

Education and experience:

• High school diploma and three years of administrative experience, or an equivalent combination of education and experience.