Hybrid Administrative Associate II — Events & Operations

Avispa MedOps; Palo Alto (CA); Hybrid; USD 40,000 - 57,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Retirement Savings Program

Paid Sick Leave

Job summary

A leading university in the Stanford, CA area is seeking an Administrative Associate 2 to deliver administrative and operational support across events, calendars, communications, financial transactions, and office operations. The role is hybrid, leveraging on-site collaboration with remote work portions, and involves coordinating logistics for seminars, conferences, and campus activities.

The position requires 3-5+ years of experience, a Bachelor's degree, and strong proficiency with standard

Qualifications

• 3-5+ years of administrative experience.
• Bachelor's degree required.
• Proficient with office software and email applications.
• Ability to lift up to 10 pounds occasionally.

Responsibilities

• Respond to inquiries and draft routine communications; coordinate presentations, handouts, proposals, conference materials, reports, brochures, and displays; maintain website content.
• Schedule, organize, and run conferences, seminars, and events; coordinate logistics; liaise with vendors; plan calendars and travel per policies.
• Process and monitor routine financial transactions; resolve discrepancies; provide HR transactional support such as time cards, I-9s, and faculty affairs support.
• Maintain office supplies and equipment; obtain vendor quotes; coordinate maintenance, moves, and renovations; serve as contact for facility concerns and safety training.
• Guide and train student and contingent workers; schedule, assign, and review workloads for quality and timeliness.

Skills

Calendar management

Event coordination

Communication

Financial processing

HR support

Education

Bachelor's degree

Tools

Office software

Job description

A leading university in the Stanford, CA area is seeking an Administrative Associate 2 to deliver administrative and operational support across events, calendars, communications, financial transactions, and office operations. The role is hybrid, leveraging on-site collaboration with remote work portions, and involves coordinating logistics for seminars, conferences, and campus activities.

The position requires 3-5+ years of experience, a Bachelor's degree, and strong proficiency with standard