Job Title: Administrative Associate
Industry: Healthcare / Academic Medical Center
Location: Palo Alto, CA (Hybrid)
Office Location: Hybrid onsite – 750 Welch Road, Palo Alto, CA and 1701 Page Mill Road, Palo Alto, CA
Duration: 3 months Contract – W2
Top requirements to hire:
Minimum of 3 years of administrative experience:
Experience providing administrative and operational support in a fast-paced academic, healthcare, or research environment, including calendaring, event coordination, and managing competing priorities.
Duties include:
• Support for community events
• Reaching out to vendors for in-kind donations (food, supplies, etc.)
• Coordinating with Facilities for tables, chairs, linens, and other logistics
• Assisting with the development of the program booklet and event materials
• Supporting event advertising and outreach (email campaigns, website updates, flyers, and coordination with communications partners)
• As this is an Administrative Associate, the individual would also provide administrative support to three faculty members, including calendaring and general administrative coordination
Requirements:
Minimum of 3 years of administrative experience:
• Experience providing administrative and operational support in a fast-paced academic, healthcare, or research environment, including calendaring, event coordination, and managing competing priorities.
• Strong organizational, communication, and customer service skills.
• Demonstrated ability to manage complex schedules, draft professional communications, interact effectively with faculty and stakeholders, and handle sensitive or confidential information with discretion and sound judgment.
• Financial systems experience
• Experience processing routine financial transactions (e.g., reimbursements, PCard, invoices, vendor payments) and proficiency with administrative systems.
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