Administrative Associate

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

Stanford Graduate School of Business is seeking an Administrative Associate in the Event Operations team. This full-time, onsite role provides administrative support for academic courses, student events, seminars, conferences, and other programs for the GSB and University.

The person will respond to inquiries, determine actions, and help ensure smooth operations. The ideal candidate is friendly, proactive, dependable, with strong interpersonal and communication skills.

Qualifications

• High school diploma and three years of administrative experience.
• Strong organizational and communication skills.
• Ability to prioritize and multitask in a fast-paced environment.

Responsibilities

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events, including coordinating logistics and vendors.
• Draft routine communications and disseminate course materials, proposals, and displays.
• Plan and schedule calendars, resolve conflicts, and arrange travel per policies.
• Process routine financial transactions and resolve discrepancies.
• Maintain office supplies and coordinate vendor quotations; manage office moves.
• Serve as the point of contact for facility concerns and report safety issues.
• Guide and train student or contingent workers as needed.

Skills

Interpersonal skills

Communication skills

Multitasking

Teamwork

Education

High school diploma

Job description

Job Description

Stanford Graduate School of Business

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world.

Success at the GSB is defined by The GSB Way ‑ a commitment to shared purpose, community, and excellence in all that we do. We seek individuals who elevate themselves and those around them through the practice of academic candor, generous collaboration, and bringing curiosity and rigor to solving meaningful problems. At the GSB, impact means taking ownership and contributing to a purpose‑driven, collaborative, and high‑performing community in service to the institution’s mission.

The Event Operations team within the Facilities & Hospitality Department of the Stanford Graduate School of Business seeks an Administrative Associate. The Administrative Associate will work in partnership with the Event Operations team to support academic courses, student events, seminars, conferences, major events, and other programs for the GSB as well as the University. The primary role will be to provide general administrative assistance for the department; respond to inquiries, determine, and take appropriate action as required.

The ideal candidate is a friendly, proactive, and dependable self‑starter with strong interpersonal and communication skills. This position requires a high level of professionalism, productivity, accuracy, organization, multi‑tasking, independence, sound judgment, and decision‑making. The position requires a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast‑paced academic environment with frequently shifting priorities. This full‑time, onsite role involves providing exceptional hospitality and administrative support to the GSB community and guests while ensuring smooth operations. Some evenings and weekend work are anticipated.

The GSB campus properties include the Knight Management Center and GSB Residences on 19.5 acres with nearly 700K sq.ft. of buildings that support academic and administrative functions, student and executive residential experiences and food service programs. The Schwab Residential Center is a 24‑hour, 7‑day/week residence and conference center.

This is a fully onsite position, Monday through Friday, 8:00 AM to 5:00 PM.

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.

In Addition, Preferred Requirements Include

• Knowledge of supporting events.
• Ability to manage shifting priorities and handle numerous time‑sensitive projects with multiple deadlines.
• Ability to work independently and be self‑motivated.
• Demonstrated ability in problem‑solving, taking initiative, judgment, and decision‑making.
• Experience in venue management or higher education is also desirable.

Responsibilities

Core Duties

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Minimum Education And Experience

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

Knowledge, Skills And Abilities

• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi‑task.