Hybrid Administrative Associate — Events & Office Operations

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

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.