Administrative Associate

TALENT Software Services; Palo Alto (CA); On-site; USD 52,000 - 82,000; Full time

Job summary

TALENT Software Services is seeking an organized administrative professional to provide essential support under general supervision. Responsibilities include coordinating events, managing calendars and travel, handling financial transactions, drafting communications, and maintaining office supplies and the division website.

The role requires strong computer skills, attention to detail, and excellent communication. A four-year degree is preferred for advancement within the organization.

Qualifications

• High school diploma with three years of administrative experience, or equivalent.
• Strong computer skills with office software and email.
• Excellent organization and attention to detail.
• Strong verbal and written communication and customer service.

Responsibilities

• Events and Meetings: Schedule, organize and run conferences, seminars and events, including vendors, materials, logistics.
• Calendar and Travel Management: Plan faculty calendars, book conference rooms and arrange travel per policies.
• Financial Transactions: Process routine financial transactions and reimbursements, travel, contracts with vendors.
• Communications and Documents: Draft communications, prepare presentations and reports for multiple faculty.
• Office Supplies and Equipment: Order and track supplies, quotes, and coordinate office moves.
• Website Maintenance: Keep division website content up to date.

Skills

Organization

Communication

Multitasking

Customer service

Education

High school diploma

Bachelor's degree (preferred)

Tools

Microsoft Office

Excel

Job description

Job Purpose

Provide administrative or operational support working under general supervision.

Job Purpose

Provide administrative or operational support working under general supervision.

Core Duties

Events and Meetings (40%)

Schedule, organize and run conferences, seminars and events, including recommending vendors, overseeing materials and coordinating logistics. This includes planning division and section retreats and conferences, preparing presentation slides, setting up video conferencing, booking travel and event spaces, coordinating faculty candidate interviews (virtual and in-person), and helping new faculty with onboarding and Stanford systems.

Calendar and Travel Management (25%)

Plan and manage faculty calendars, resolve scheduling conflicts, book conference rooms, share locations and directions, and arrange travel in line with unit, university and sponsor policies.

Financial Transactions (15%)

Process and monitor routine financial transactions and resolve discrepancies. This includes travel and general reimbursements for assigned faculty, P-card purchases, and contracting with vendors and affiliated organizations.

Communications and Documents (10%)

Draft routine communications and prepare documents such as presentations, handouts, grant proposals, reports and brochures, supporting multiple faculty members across the section and division.

Office Supplies and Equipment (5%)

Order and track supplies and invoices, get vendor quotes, coordinate office moves, and track office issues using Excel and online tools.

Website Maintenance (5%)

Keep the division's website content up to date.

Other duties may also be assigned.

Requirements:

Required Qualifications

Education and experience:

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

Knowledge, skills and abilities:

strong computer skills with office software and email; a track record of following through on routine tasks; strong organization and attention to detail; strong verbal and written communication; excellent customer service and interpersonal skills; and the ability to prioritize and multitask.

Desired Qualifications

A four-year degree plus at least 2 years of experience (or an equivalent combination), event planning experience, and prior experience at Stanford or in higher education (strongly preferred). Also: the ability to work independently and meet strict deadlines, high accuracy, tact and confidentiality, and solid problem-solving and analytical skills.

Physical Requirements

The job constantly involves desk-based computer work and frequent sitting. It occasionally involves standing, walking, reaching, grasping, using a phone, filing, and lifting up to 10 pounds. Twisting, bending, kneeling and crawling are rare. Reasonable accommodations are available.