Administrative Associate 1

Job Title: Administrative Associate 1

Location: Stanford CA 94305

Duration: 5 Months

Hybrid. Onsite 3 days/week. M/W/Th

Summary

Seeking a highly organized and proactive Administrative Associate to provide critical support to our Managing Director and program leadership team. This role requires exceptional organizational skills attention to detail and the ability to manage multiple priorities in a fast-paced environment.

Education & experience (required):

• High school diploma and 3 6 years of administrative experience or combination of education and relevant experience.

Knowledge skills and abilities (required):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize multi-task and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Key responsibilities:

• Serve as the primary point of contact and gatekeeper for the Managing Director
• Manage complex calendars schedule meetings and coordinate logistics to maximize productivity for the executive and team.
• Support program managers and senior program managers with special projects and strategic initiatives.
• Plan and execute offsites and events including sourcing venues coordinating catering and overseeing all logistical details.
• Prepare reports correspondence and presentation materials to support executive and program objectives.
• Oversee financial operations by processing invoices tracking expenses and ensuring alignment with budget guidelines.

Physical requirements:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk reach/work above shoulders grasp lightly/fine manipulation grasp forcefully use a telephone sort/file paperwork or parts lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat kneel/crawl.