Administrative Associate II — Events & Office Ops

Stanford Reglab; United States; Hybrid; USD 55,000 - 75,000; Full time

Job summary

Stanford Reglab in Palo Alto is seeking a highly organized administrative professional to support a busy division. The role involves reception duties, creating and editing communications, scheduling meetings, arranging travel, and coordinating office operations in a hybrid environment.

You will help draft routine communications, manage calendars, assist with HR tasks, and guide student or contingent workers as needed. Strong multitasking and customer service are essential.

Qualifications

• High school diploma and three years of administrative experience, or a combination of education and relevant experience.
• Proficient computer skills with office software and email applications.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.

Responsibilities

• Respond to inquiries and serve as a resource regarding policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events; coordinate logistics with vendors.
• Draft and generate routine communications and disseminate documents (presentations, handouts, grant proposals, materials).
• Plan and schedule calendars; arrange travel per unit, university, and sponsor policies.
• Process and monitor routine financial transactions and resolve discrepancies.
• Maintain office supplies, coordinate moves, and liaise with facilities for maintenance concerns.
• Maintain approved website content and support HR transactional tasks as needed.
• Train and guide student or contingent workers, including workload prioritization and deadlines.

Skills

Proficient computer skills

Organizational skills

Verbal communication

Written communication

Customer service

Multitasking

Education

High school diploma + 3 years administrative experience

Tools

Microsoft Office

Job description

Stanford Reglab in Palo Alto is seeking a highly organized administrative professional to support a busy division. The role involves reception duties, creating and editing communications, scheduling meetings, arranging travel, and coordinating office operations in a hybrid environment.

You will help draft routine communications, manage calendars, assist with HR tasks, and guide student or contingent workers as needed. Strong multitasking and customer service are essential.