Administrative Assistant III

Confidential Company; Palo Alto (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A prominent educational institution in Palo Alto seeks a full-time Administrative Associate to support faculty and research laboratories. The role involves calendar management, meeting coordination, event planning, and financial transactions. Ideal candidates have over 4 years of administrative experience, a preferred Bachelor's degree, and strong skills in communication and organization. Familiarity with Oracle Financials is a plus. This position offers a dynamic environment and a potential for extension or conversion.

Qualifications

• 4 years of administrative experience, or a combination of education and relevant experience.
• Exceptional organizational skills and ability to manage competing deadlines.
• Background check required.

Responsibilities

• Provide high-level administrative support for faculty and research labs.
• Coordinate complex events, meetings, and travel.
• Process financial transactions and monitor budgets.

Skills

Organizational skills

Written communication

Verbal communication

Attention to detail

Proficiency with Microsoft Office

Education

Bachelor’s degree

Tools

Oracle Financials

Job description

Contract Duration: 3 months (possible extension or conversion)

Schedule: Full-time, 40 hours/week

We are hiring on behalf of a client for a full-time Administrative Associate (Level 3) to support faculty and research laboratories. Responsibilities include calendar management, meeting coordination, financial transactions, and travel booking. Candidates with healthcare experience and some authorization exposure are encouraged to apply. The ideal candidate is motivated, quick to learn, and detail-oriented. Oracle Financials experience is preferred.

Key Responsibilities

• Provide high-level administrative support for faculty, research labs, and departmental operations.
• Act on behalf of supervisors to establish priorities and resolve administrative issues.
• Plan, coordinate, and execute complex events, conferences, and seminars, including logistics, vendor coordination, and budget oversight.
• Draft, edit, and format documents, reports, presentations, handouts, websites, and social media content; perform heavy proofreading and fact checking.
• Manage complex calendaring, schedule meetings, resolve conflicts, and coordinate travel in compliance with institutional policies.
• Develop detailed reports and spreadsheets using specialized software and departmental systems.
• Process and reconcile financial transactions; monitor budgets, resolve discrepancies, and assist with purchases or special equipment requests.
• Coordinate routine maintenance requests, office moves, and small renovation projects.
• Lead or oversee the day-to-day work of student or temporary workers, including assigning tasks, reviewing work quality, and providing performance input.

Requirements

• 4 years of administrative experience, or a combination of education and relevant experience.
• Bachelor’s degree strongly preferred.
• Prior experience in higher education or research administration strongly preferred.
• Exceptional organizational skills, accuracy, and ability to manage competing deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and ability to learn new systems quickly.
• Background check required
• Two rounds of interviews expected
• Position may be considered for extension or conversion

If you are interested in this opportunity, please contact Marisa Fidone, SF Bay Area Recruiter, at [phone] or [e-mail].