Administrative Associate

VIVA USA Inc; Palo Alto (CA); Hybrid; USD 42,000 - 64,000; Full time

Job summary

VIVA USA Inc. in Palo Alto is seeking an administrative professional to provide support under general supervision, handling inquiries, calendar management, travel arrangements, and basic HR transactions.

You will coordinate conferences and events, prepare communications and course materials, manage office logistics, and liaise with vendors and internal teams. The role blends on-site work with remote days in a hybrid pattern, emphasizing accuracy, timeliness, and customer service.

Qualifications

• High school diploma with at least 3 years of administrative experience.
• Proficient with office software and email applications.
• Strong organizational and written/spoken communication skills.
• Ability to prioritize, multitask, and meet deadlines.

Responsibilities

• Respond to inquiries and apply policies as required.
• Schedule, organize, and coordinate conferences, events, and vendor interactions.
• Draft routine communications and disseminate documents and materials.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Process routine financial transactions and resolve discrepancies.
• Maintain supplies, coordinate office moves, and liaise with vendors.
• Support facilities tasks and safety reporting as needed.
• Maintain content on websites and support HR transactional tasks.
• Supervise student or contingent staff as applicable.

Skills

Office software

Email apps

Organizational skills

Communication

Customer service

Education

High school diploma

Tools

Microsoft Office

G Suite

Job description

on-site 3 days/remote 2 days

Job purpose

Provide administrative or operational support working under general supervision.

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.
• Schedule, organize and operate conferences, seminars and events, including recommending vendors, overseeing production and distribution of materials, coordinating logistics, and acting 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 calendars based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, clientand sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment, and 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. Report any incidents or potential safety problems to appropriate representatives, and 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 deadlines, and reviewing work for quality and timeliness.
• Coordinate and monitor completion of routine maintenance services. Plan and coordinate office moves and/or minor renovation projects.

Requirements

Minimum education and experience

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

Minimum 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.

Certificates and licenses required

None

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, and lift/carry/push/pull objects up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Work standards

• Interpersonal skills: work well with clientcolleagues and with external organizations.
• Promote culture of safety: personal responsibility and value for safety, communicating safety concerns, and using and promoting safe behaviors based on training and lessons learned.
• Comply with all applicable clientpolicies and procedures, including those in the client's Administrative Guide.

Notes

Hybrid - on-site 3 days/remote 2 days

M-F, 9-4, flexible hours

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status