Administrative Temp

Location: Palo Alto, CA

The position provides administration and project management support with minimal supervision, while influencing and communicating results. This position requires integrity, discretion, and the ability to exercise judgment in handling sensitive and confidential information. The successful candidate will be analytical, quick-thinking, flexible with a strong emphasis on organizational skills, excellent communication skills, and an unwavering attention to detail. He/she will be conversant in the goals and priorities of the department and will utilize this knowledge to prioritize tasks and responsibilities. The position schedules meetings and maintains the calendar for the Director, evaluating importance of meetings and events to optimize her time. He/she ensures that meeting materials are prepared and distributed within appropriate timelines and manages purchasing and daily operations of the unit.

 

* – Other duties may also be assigned.

 

Responsibilities:

Assisting with key accounting functions; expense reports, invoices, and purchase orders

Maintain communal office spaces and manage supplies

Screening and directing calls; drafting and editing correspondence

Organize and prepare for office meetings; manage catering orders

Collaborate with internal and external teams on various projects

Assist client-facing staff with additional duties and spearhead special projects as assigned

Ensure facility safety and security

 

 

Qualifications / Requirements:

Background in a corporate, business or government environment preferred

College degree highly preferred

Outstanding verbal and written communication skills

Highly meticulous and detail-oriented; outstanding time management capabilities

Ability to problem-solve and use sound judgment in order to make decisions

Exceptional level of attention to detail; flawless degree of accuracy

Highly proficient in Microsoft Office programs, particularly with PowerPoint and Excel

Tech-savvy with the ability to learn new systems and software quickly

Can-do attitude and flexibility to plan and manage multiple projects

Ability to thrive in a team environment

Proficient computer skills, particularly in Microsoft Office programs

Ability to solve problems independently and exercise good judgment

Excellent written communication, editing and information gathering skills

Must be able to work collegially with faculty, executives and staff both internal and external to the client

Must possess the ability to make decisions, present them, and follow through with implementation

Candidate should possess exceptional organizational, analytical, and quantitative skills, good judgment, flexibility, ability to work independently, and supervise and provide direction to office staff