Administrative Associate lll

Job Description

Administrative Associate lll 1504924

• Hourly pay: $40/hr
• Worksite: Leading university (Palo Alto, CA 94304 - Onsite)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 8 Month Assignment

A leading university is seeking an Administrative Associate lll to provide high-level administrative and operational support to clinical and research faculty, being responsible for managing executive-level calendars, coordinating events and projects, supporting financial and operational activities, preparing communications and reports, and serving as a key contributor to the research, education, and patient care initiatives.

Administrative Associate lll Responsibilities:

• Provide advanced administrative support to multiple clinical and research faculty members by managing complex calendars, resolving scheduling conflicts, coordinating travel, triaging phone calls and emails, responding to inquiries, establishing priorities, and resolving administrative issues on behalf of leadership.
• Plan, organize, and oversee conferences, seminars, meetings, events, office projects, vendor coordination, logistics, office moves, and minor renovation activities while ensuring projects are completed on schedule and within budget.
• Prepare, compose, edit, fact-check, and maintain presentations, reports, correspondence, grant materials, course handouts, conference documents, spreadsheets, websites, brochures, social media content, and other departmental communications with exceptional accuracy and attention to detail.
• Process, monitor, reconcile, and research complex financial transactions, budgets, vendor payments, equipment requests, financial reports, and operational documentation while identifying and resolving discrepancies and supporting departmental business operations.
• Collaborate with faculty, researchers, administrators, vendors, and cross-functional teams by managing multiple competing priorities, leading administrative projects from start to finish, maintaining organized workflows, solving problems proactively, and supporting additional operational initiatives as assigned.

Administrative Associate lll Qualifications:

• 4+ years of experience providing executive, administrative, operational, or project support in a fast-paced professional environment.
• Associates or Bachelors degree is preferred.
• Strong written and verbal communication skills with experience preparing presentations, reports, correspondence, spreadsheets, and other business documents.
• Experience managing executive calendars, coordinating travel, organizing meetings and events, supporting multiple stakeholders, and leading administrative projects.
• Experience processing financial transactions, monitoring budgets, reconciling expenses, coordinating vendors, and maintaining operational documentation.
• Advanced proficiency with Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint, with experience creating complex reports and spreadsheets.
• Experience supporting academic medicine, healthcare, research, or higher education environments is preferred.

Shift:

• Hybrid: Monday to Friday. 6:30 am to 3:00 pm initially. From September, 8:00 am (30-minute lunch) to 4:30 pm or 8:00 am to 5:00 pm (1-hour lunch).