Administrative Associate 2

$27.00 – $37.00 hour

Palo Alto, CA

This is an on-site position. Hybrid schedule may be available, but determined by the Administrative Manager

Our Client is seeking an Administrative Associate (AA2) who will work under general supervision and provide a full range of high-level administrative support. You will be supporting the department by managing complex calendars, and scheduling meetings for various working groups. Specific responsibilities include but are not limited to: engaging in multiple means of correspondence with collaborating investigators, preparing documents and presentations, making travel arrangements, maintaining confidential records, scanning confidential documents, providing meeting summaries, and processing large volume of payments and invoices. This position requires you to be highly organized, extremely detail oriented, and be able to multi-task. In addition, you will be expected to demonstrate strong business judgment, professional etiquette, and problem-solving skills. If you have a “can-do” attitude, a pleasant demeanor, and love to interact with a diverse group of people, and have the required job qualifications, then we would encourage you to apply for this position.

Duties include*:

• 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 large volume of routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

*Other duties may also be assigned.

DESIRED QUALIFICATIONS: