Executive Administrative Associate

Stanford University; Menlo Park (CA); On-site; USD 94,000 - 112,000; Full time

Job summary

SLAC National Accelerator Laboratory in Menlo Park, CA, seeks an Executive Administrative Associate to provide complex support to the Director’s Office, handling confidential information and high-priority tasks.

You will independently manage executive calendars, coordinate meetings, site visits, and events, arrange travel, and oversee financial transactions while collaborating with internal and external stakeholders.

Qualifications

• High school diploma or equivalent and six years of relevant administrative experience.
• Experience providing advanced administrative support to senior leaders in a complex, fast-paced environment.
• Advanced proficiency with Microsoft Office applications, Google Workspace, email and calendar systems, virtual meeting platforms, and other administrative productivity tools.
• Demonstrated ability to independently manage complex calendars, coordinate high-volume scheduling, and balance multiple competing priorities.
• Strong organizational and communication skills with discretion and confidentiality.
• Strong interpersonal, customer service, diplomacy, and relationship-building skills.

Responsibilities

• Provide high-level administrative and operational support to executive leadership in the Director’s Office.
• Independently manage multiple complex executive calendars, including high-volume scheduling, prioritization of competing requests, and coordination across internal and external stakeholders.
• Lead planning and coordination for executive meetings, leadership forums, site visits, conferences, and special events, including agendas, attendee communications, logistics, materials, room arrangements, catering, transportation, vendor coordination, and follow-up actions.
• Anticipate the needs of executive leaders and proactively identify solutions to administrative and operational challenges.
• Prepare, edit, format, and distribute executive correspondence, presentations, briefings, meeting materials, reports, and other documents with a high degree of accuracy and professionalism.
• Coordinate travel arrangements; prepare itineraries and support travel-related logistics and expense reporting.
• Oversee and/or process complex financial and administrative transactions, including purchasing, reimbursements, invoices, expense reports, and budget tracking; research and resolve discrepancies as needed.
• Maintain accurate and organized electronic and physical records, files, and shared resources, ensuring appropriate confidentiality and accessibility.
• Provide quality oversight and support continuous improvement of administrative processes, tools, procedures, and communications across the Director’s Office.
• Partner closely with other administrative professionals and operational teams to ensure coordinated coverage, consistency of service, and effective execution of shared priorities.
• Build and maintain productive working relationships with laboratory leadership, staff, faculty, external visitors, partner institutions, vendors, and other stakeholders.
• Exercise independent judgment in handling sensitive and confidential information and in determining appropriate actions, priorities, and escalation pathways.
• Support special projects and perform other related duties as assigned.

Skills

Calendar management

Executive support

Meeting coordination

Travel coordination

Financial & administrative

Confidentiality

Stakeholder management

Communication

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Email/calendar systems

Video conferencing

Job description

Position Overview:

SLAC National Accelerator Laboratory’s Director’s Office is seeking a highly skilled, results-driven, and detail-oriented Executive Administrative Associate to provide complex administrative and operational support to executive leadership with minimal supervision.

This highly visible role will serve as a key administrative partner to senior executive leaders within the Director’s Office supporting a dynamic portfolio of operations, projects, infrastructure, and organizational priorities. The Executive Administrative Associate will independently manage complex executive calendars and high-volume scheduling; lead coordination for meetings, site visits, and events; and provide quality oversight to promote consistency, efficiency, and effective administrative practices across the office.

As a member of the Director’s Office administrative team, the successful candidate will exercise sound judgment, maintain strict confidentiality, anticipate leadership needs, and build effective relationships with a broad range of internal and external stakeholders. This position requires exceptional organizational leadership, discretion, customer service, and the ability to operate as a trusted partner in advancing SLAC’s mission and values.

Reporting to the Executive Administrative Supervisor for the Office of the Laboratory Director, this position will support a dynamic portfolio of executive, operational, and organizational priorities.

Core responsibilities:

• Provide high-level, proactive administrative and operational support to executive leadership in the Director’s Office.
• Independently manage multiple complex executive calendars, including high-volume scheduling, prioritization of competing requests, resolution of scheduling conflicts, and coordination across internal and external stakeholders.
• Lead planning and coordination for executive meetings, leadership forums, site visits, conferences, and special events, including agendas, attendee communications, logistics, materials, room arrangements, catering, transportation, vendor coordination, and follow-up actions.
• Anticipate the needs of executive leaders and proactively identify solutions to administrative and operational challenges.
• Prepare, edit, format, and distribute executive correspondence, presentations, briefings, meeting materials, reports, and other documents with a high degree of accuracy and professionalism.
• Coordinate travel arrangements; prepare itineraries and support travel-related logistics and expense reporting.
• Oversee and/or process complex financial and administrative transactions, including purchasing, reimbursements, invoices, expense reports, and budget tracking; research and resolve discrepancies as needed.
• Maintain accurate and organized electronic and physical records, files, and shared resources, ensuring appropriate confidentiality and accessibility.
• Provide quality oversight and support continuous improvement of administrative processes, tools, procedures, and communications across the Director’s Office.
• Partner closely with other administrative professionals and operational teams to ensure coordinated coverage, consistency of service, and effective execution of shared priorities.
• Build and maintain productive working relationships with laboratory leadership, staff, faculty, external visitors, partner institutions, vendors, and other stakeholders.
• Exercise independent judgment in handling sensitive and confidential information and in determining appropriate actions, priorities, and escalation pathways.
• Support special projects and perform other related duties as assigned.

The expected pay range for this position is $45.23 –54.00 per hour.

Minimum Qualifications:

• High school diploma or equivalent and six years of relevant administrative experience, or a combination of education and relevant experience.
• Demonstrated experience providing advanced administrative support to senior leaders in a complex, fast-paced environment.
• Advanced proficiency with Microsoft Office applications, Google Workspace, email and calendar systems, virtual meeting platforms, and other administrative productivity tools.
• Demonstrated ability to independently manage complex calendars, coordinate high-volume scheduling, and balance multiple competing priorities.
• Strong organizational and project coordination skills, with exceptional attention to detail and follow-through.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, presentations, and briefing materials.
• Demonstrated ability to exercise discretion, maintain confidentiality, and use sound judgment when handling sensitive information and matters.
• Strong interpersonal, customer service, diplomacy, and relationship-building skills.
• Ability to take initiative, anticipate needs, solve problems independently, and adapt effectively to changing priorities.
• Ability to work collaboratively across diverse teams and with stakeholders at all levels of the organization.

Preferred Qualifications:

• Bachelor’s degree
• PeopleSoft and Oracle, including Purchase card administration and reconciliation
• Experience working with executives or C-suite
• Prior experience in a National Laboratory or with the Department of Energy

SLAC employee competencies:

• Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner.
• Self-Development: Pursues a variety of venues and opportunities to continue learning and developing.
• Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes.
• Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
• Adaptability: Flexes as needed when change occurs, and maintains an open outlook while adjusting and accommodating changes.
• Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written and spoken messages.
• Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve.