650 941-5115 Mon - Fri 8:00 am to 5:00 pm.


  • Location:
  • Salary:
  • Job type:
    Contract to Hire
  • Posted:
    4 weeks ago
  • Category:
  • Deadline:
    July 31, 2024
  • Job Level:

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.


  • Four-year college degree.
  • Knowledge of the grant submission process (pre-application management).
  • Experience with managing complex calendars, processing transactions on Oracle Financial System, web authoring,
  • Detail Oriented and Extremely Organized.
  • Self-starter.
  • Resourceful.
  • Experience with Adobe Creative Suite and EndNote software.
  • Strong writing skills and experience with website management.
  • Strong proof-reading skills.
  • Prior experience in an academic setting.


High school diploma and three years of administrative experience, or combination of education and relevant experience.


  • 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.
  • Ability to prioritize and multi-task.

For immediate consideration, please apply!

Option 1 Staffing is an award-winning, statewide, recognized leader in staffing and recruiting, specializing in placing the highest caliber of Non-Clinical Healthcare, Information Technology, Supply Chain, Administrative/Office, and Accounting/Finance professionals in contract and direct-hire opportunities. We work with top and emerging companies in the Technology and Healthcare industry.

We Offer:

  • Excellent opportunity to work for an outstanding, large, and growing company!
  • Renown Healthcare Organization – Huge career growth potential!
  • Awesome Benefits!
  • Excellent salary!
  • Medical Insurance
  • 401K

“Best of Staffing Award”

Best of Staffing Award is the only award in the U.S. that recognizes staffing agencies that have proven superior service quality based entirely on ratings provided by their clients and job candidates. Award winners make up less than 2% of all staffing agencies in North America.

“Top Performer Award”

Top Performer Award by Workforce Logiq highlights high-performing staffing companies who are chosen based on a variety of criteria critical to our clients’ satisfaction, including customers serviced, cycle time, submittals per requisition, percentage of submittals hired, program compliance, fill ratio, and more.

Member American Staffing Association Since 1991.