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Administrative Associate

Stanford, CA

2.5 Months

Full-Time $17-$22/hr

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Posted: Jun 30, 2026

Ref: RKCAAA30

Position Overview

Administrative Associate 3

The client seeks an Administrative Associate 3 to support several faculty members and their labs, which consist of students, postdoctoral scholars, staff, and other researchers. Reporting to the client's Administrative Supervisor, this position is critical to supporting MSE's mission to find solutions to significant global problems and to educate leaders who will make the world a better place.
Ours is a busy position requiring professionalism, accuracy, organization, initiative, flexibility, independence, and sound judgment and decision-making. An ideal candidate would exhibit excellent time management skills, communication skills (both oral and written), the ability to set priorities, strong attention to detail with follow-through, tact, and a passion for working with people. This position is responsible for a broad range of duties, including but not limited to purchasing and processing payments, making travel arrangements, expense report processing for faculty and visitors, assisting with graduate and postdoc funding plans, scheduling meetings, planning and executing events, monitoring and reconciling faculty accounts, and making corrections as needed. We aim to hire an exceptional candidate with the motivation, skills, and experience to make a positive impact and to maintain the department's high level of excellence.

Your responsibilities include:
Act on behalf of the supervisor, client manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
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.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, client, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
Other duties as assigned.

Education & Experience (Required):
A high school diploma and four years of administrative experience, or a combination of education and relevant experience.

Desired Qualifications:
A bachelor's degree and four years of administrative experience, or a combination of education and relevant experience.
MS Office Suite, Google Drive, proficiency with client systems.

Knowledge, Skills, & Abilities (Required):
Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Excellent customer service and interpersonal skills.

Strong verbal and written communication skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.

Physical Requirements:
Constantly perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.
Consistent with its obligations under the law, the client will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Notes:

8-5 pm with some flexibility

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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Health & Future Fully Covered

At VIVA, employee well-being is paramount. Our comprehensive benefits package ensures your health, financial security, and quality of life are always prioritized.

Health Insurance

VIVA provides employees access to a comprehensive group health insurance plan (Medical, Dental, Vision, Basic Life, Term Life, and Accidental Death) through our flexible PPO plan-allowing you the freedom to choose healthcare providers.

401(k) Retirement Planning

Plan securely for your future with automatic payroll deductions into a tax-advantaged 401(k) retirement plan, including employer-matching contributions for eligible employees.

Performance Bonuses & Referrals

Earn performance-based bonuses and generous referral incentives of up to $500 when recommending talented candidates who become part of the VIVA family.

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