ADMINISTRATIVE ASSISTANT

2 Year Fixed Term Contract

Palo Alto, Ca

ESSENTIAL JOB RESPONSIBILITIES:

Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. • Manage and prioritize assignments from multiple faculty simultaneously and with competing deadlines. • Prepare various Word processing related documents, Excel spreadsheets, or PowerPoint presentations, using advanced features such as tables, footnotes, mail merge, pivot tables, formulas, animation, and graphics. • Manage memberships and dues for related associations and organizations as well as subscriptions for news media related content. • Preparation of course materials and handouts, including class readings and announcements; prepare student seating charts, tent cards, index cards for classroom management and interaction. • Research, prepare and record copyright permission requests for course materials. • Extensive proofreading and editing of letters, course materials, presentations, articles, and manuscripts. • Assist faculty with grading exams and submission of final grades to Registrar. • Perform duties associated with scheduling, organizing, and operating small faculty events, including meetings, workshops, and seminars, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. • Process and monitor routine financial transactions, which may include researching and resolving discrepancies. • Coordinate complex travel arrangements, both domestic and international, prepare itineraries, and obtain visas and other travel documentation needed.

EDUCATION AND EXPERIENCE:

High school diploma and three years of administrative experience, or combination of education and relevant experience. Bachelor’s degree preferred.

Knowledge, Skills and Abilities: • Proficient computer skills and demonstrated experience with office software and email applications, including Word, Powerpoint, Excel. • 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. • Ability to prioritize and multi-task. • Ability to problem solve. • Desire and ability to work independently, but also to perform in a team environment.

For immediate consideration please apply!