Administrative Assistant

Title: Administrative AssociateDuration: 1 month can be extendedLocation: Stanford, CA HybridSchedule: Hybrid (3 days on-site per week, including Monday) 9AM-5P MTop Skills6 years of experience as an Administrative Assistant.Experience with Outlook for scheduling meetings, calendar invites, and Excel.Experience with reimbursements and expense reports.Nice to have: P-card reconciliation.Education & Experience:High school diploma and six years of administrative experience, or combination of education and relevant experience.Core Duties:Administrative Support & Space Planning (60%)Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.Collaborating with the Associate Director, manage approximately ten small and large offices for faculty, postdocs, students, and visitors within the 3rd floor of the McCullough Building. Plan space needs for visiting researchers and escalate space fix needs to the Facilities & Safety Manager. This position will submit LBRE Work Orders for facilities fixes and preventative maintenance.Coordinate travel plans and itineraries for Theory Group faculty, postdocs, and students in a manner that promotes the best use of time and minimizes potential travel issues.Coordinate, organize, and manage complex conferences, seminars, and events, including procurement of vendor services, organize attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage events within budget.