Administrative Associate

The Planet Group; Palo Alto (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

The Planet Group is seeking an Administrative Associate to provide administrative and operational support with limited supervision in Palo Alto, CA. The role will require handling 50% HR tasks and 50% administrative duties, working closely with supervisors and staff.

The position emphasizes calendar management, travel planning, document drafting, budget handling, and coordination of conferences or events. Strong organizational, communication, and interpersonal skills are essential for success.

Qualifications

• At least four years of administrative experience.
• Advanced computer skills with office software.
• Proven ability to complete projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work.
• Ability to take initiative and own projects.

Responsibilities

• Provide administrative support with limited supervision.
• May lead staff or supervise day-to-day work of student or temporary workers.
• Schedule, organize, and coordinate conferences, seminars, and events, including vendor coordination.
• Draft and edit documents and correspondence for presentations, reports, and grants.
• Plan calendars, arrange travel, and resolve scheduling conflicts.
• Oversee and/or process a variety of complex financial transactions and budgets.

Skills

Administrative experience

Organizational skills

Communication skills

Attention to detail

Multitasking

Initiative

Education

High school diploma

Tools

Smartsheet

Microsoft Office

Google Workspace

Job description

We are currently seeking an Administrative Associate to Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Duties include:

Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.

Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

Create complex reports and spreadsheets which may utilize specialized software and systems.

Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input

They will be doing 50% HR work and 50% Admin work

Requirements:

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

Advanced computer skills and demonstrated experience with office software and email applications.

Demonstrated success in following through and completing projects.

Excellent organizational skills and attention to detail.

Strong 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.

Require experience in: Smartsheet, Microsoft suite, Google suite