Administrative Associate

Avispa Technology•Stanford, CA

1d•Hybrid

About The Position

A leading medical institution is seeking an Administrative Associate to provide comprehensive administrative and operational support to faculty and division activities, including event coordination, calendar management, communications, and financial processes, ensuring efficient day-to-day operations in a collaborative, fast-paced environment.

Requirements

2-3 years of administrative experience.
Four-year degree.
Event planning experience.

Nice To Haves

Experience in a university and/or higher education environment is preferred.
Experience supporting senior leadership is preferred.

Responsibilities

Respond to inquiries, determine appropriate actions, and serve as a resource on policies and procedures.
Schedule, organize, and coordinate conferences, seminars, and events, including vendor management, logistics, and materials distribution.
Draft and distribute communications and materials (presentations, reports, grant proposals, and other documents) while ensuring proper formatting and dissemination.
Manage complex calendars, resolve scheduling conflicts, arrange travel, and support overall administrative coordination for faculty and team activities.
Process and monitor financial transactions, maintain office supplies and equipment, support facilities coordination (including maintenance and safety), and utilize systems such as CMMS to manage assets and maintenance plans.
Maintain website content and provide additional administrative support, including HR-related tasks (e.g., timecards, I9s), and guidance or coordination of student or contingent workers.