Administrative Associate

Client: Higher

Job Title: Administrative Associate

Location: Palo Alto, CA 94304 - Hybrid Role - 2 day onsite

Duration: 03 Months (Potential for conversion)

Pay Range: ($38-$42) hourly

Position Summary

• The Senior Administrative Associate provides high-level administrative and operational support to the Department Manager, Chair, or Supervisor.
• This role serves as a key partner in managing administrative priorities, coordinating complex events, overseeing financial transactions, and supporting day-to-day departmental operations.
• The position requires strong independent judgment, exceptional organizational skills, and the ability to manage multiple high-impact responsibilities simultaneously.

• Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative issues.
• Identify operational inefficiencies and implement process improvements.
• Serve as a central point of coordination across internal teams and external stakeholders.

• Plan, organize, and execute complex conferences, seminars, and departmental events.
• Coordinate with vendors and service providers for venue, catering, materials, and logistics.
• Oversee event budgets and ensure expenditures remain within approved limits.
• Manage production and distribution of event materials and communications.

• Independently manage complex calendars with minimal oversight.
• Resolve scheduling conflicts and coordinate meetings with multiple stakeholders.
• Arrange travel in compliance with departmental, university, and sponsor policies.

• Draft, edit, and fact-check correspondence, presentations, reports, grants, and course materials.
• Create and maintain content for unit documents, reports, brochures, websites, and social media platforms.
• Perform substantial editing and ensure accuracy and professional quality of all materials.

• Process and oversee complex financial transactions.
• Monitor and reconcile budget statements and investigate discrepancies.
• Assist with capital or special equipment requests and vendor selection.
• Maintain accurate financial documentation and compliance with applicable policies.

• Create complex reports and spreadsheets utilizing specialized software and systems.
• Track departmental metrics and prepare analytical summaries as needed.

• Coordinate routine maintenance services.
• Plan and manage office relocations or minor renovation projects.
• Liaise with facilities and vendors to ensure timely completion of services.

• Lead or oversee the day-to-day work of student or temporary staff.
• Assign tasks, establish deadlines, and monitor quality and timeliness of work.
• Provide input for performance evaluations.

• Bachelor’s degree or equivalent combination of education and experience.
• 4+ years of progressively responsible administrative experience.
• Experience supporting senior leadership.
• Demonstrated experience in budget management and financial reconciliation.
• Strong proficiency in MS Office Suite, especially Excel.
• Excellent written and verbal communication skills.
• Strong organizational, analytical, and problem-solving skills.