Administrative Associate

Administrative Associate 3 (Part-Time, Onsite)

Pay Rate Range: $38.00 – $40.68/hr. (DOE)

Employment Type:

Contract (Potential Temp-to-Hire) Duration:
Approximately 6 Months (Potential Extension/Conversion)

Schedule:

Part-Time | Monday – Friday | 8:00 AM – 12:00 PM (20 Hours/Week)

Location:

Stanford, CA 94305 (100% Onsite) Job Code: 1499885

Tekberry is seeking a highly organized and dependable Administrative Associate 3 to provide administrative and operational support within a fast-paced academic environment. This position plays a key role in supporting departmental leadership through calendar management, event coordination, financial administration, document preparation, and office operations.

As a Tekberry W2 employee, you will have access to health benefits including medical, dental, vision, and 401(k) options.

Position Summary

The Administrative Associate 3 provides comprehensive administrative support with limited supervision while serving as a trusted resource for department leadership. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities while maintaining accuracy and professionalism.

The ideal candidate has experience supporting executives or department leadership, coordinating complex schedules and events, processing financial transactions, and providing exceptional administrative support in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative and operational support with limited supervision.
• Act on behalf of department leadership to establish priorities and resolve administrative issues.
• Prepare, edit, proofread, and distribute professional correspondence, reports, presentations, and other departmental documents.
• Perform extensive editing, formatting, and fact-checking to ensure document accuracy.
• Maintain organized records, files, and departmental documentation.

Calendar & Travel Coordination

• Manage complex calendars and scheduling for department leadership.
• Coordinate meetings while proactively resolving scheduling conflicts.
• Arrange domestic and international travel in compliance with university policies.
• Prepare meeting materials and coordinate meeting logistics.

Event & Conference Coordination

• Coordinate and oversee conferences, seminars, meetings, and special events.
• Schedule venues and coordinate vendors, catering, audiovisual support, and event logistics.
• Prepare and distribute event materials, presentations, and communications.
• Monitor event budgets and ensure successful event execution.

Financial Administration

• Process and monitor a variety of financial transactions.
• Reconcile departmental budgets and financial statements.
• Research and resolve financial discrepancies.
• Assist with vendor coordination, equipment purchases, and special requests.
• Maintain accurate financial documentation and records.

Office Operations

• Coordinate office maintenance requests and monitor completion.
• Assist with office moves and workspace coordination.
• Maintain office supplies and coordinate purchasing activities.
• Support daily departmental operations and administrative processes.

Staff Support

• Provide guidance and direction to temporary staff and student workers as assigned.
• Assist with workload coordination, scheduling, and task prioritization.
• Review work for quality and timeliness while supporting departmental productivity.

Required Qualifications

Education & Experience

• High School Diploma or equivalent required.
• Minimum of 2 years of administrative experience supporting office, operational, or executive functions.
• Experience managing complex calendars and scheduling.
• Experience coordinating meetings, conferences, or special events.
• Experience supporting financial or administrative processes.

Required Skills

• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong customer service and interpersonal skills.
• Ability to work independently with minimal supervision.
• Proficiency with Microsoft Office Suite, including:
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Power Point
• Ex…