ADMINISTRATIVE ASSISTANT 2 

LONG TERM CONTRACT

PALO ALTO, CA

OPTION 1 STAFFING is currently recruiting for an Administrative Assistant 2 to support a prestigious department. You will be supporting 6-8 people with travel, reimbursements (will train) and heavy calendaring. Must be polished and professional.

Duties”

• Main Point of Contact for all conferences/symposiums, events, etc.
• Person leaving July 9 and they’d like to have someone to start on 6th
• Must have EXCELLENT customer service skills
• Solid work history/resume
• Will be working remotely until they go back to campus
• Ordering supplies for office and conferences
• Must be ok with “general office” duties (copying, sorting)
• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Experience and Skills:

• 3 years Admin experience (if they have a BA only need one year)
• EXCELLENT grammar/written skills
• Professional Attire – even working from home because of Zoom calls
• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.

For immediate consideration, please apply!