Manager's assistant/administrative assistant jobs in Capitola, CA - 131 jobs

The Executive Assistant provides highly complex administrative office support for the Chief of Staff and the Office of the President. The incumbent performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring extensive research and analysis, including responsibility for the financial and personnel duties in the Office of the President. The Executive Assistant also supports Cabinet-level and department leadership search processes, campus-wide activities, and events hosted by the Office of the President; provides office support and guidance to confidential administrative support counterparts within and outside the division; and contributes to a welcoming environment for all students, employees, and community members. This position's responsibilities support the overall operations of the Office of the President. Key Responsibilities * Provide direct administrative support to the Chief of Staff (COS), including receipt and review of sensitive inbound correspondence, production of presentation materials and other communications as well as project management. * Oversee or assist with technical and facility needs and requests of the COS. * Coordinate travel, including pre-approval, logistics, and reimbursements; reconciles ProCard, GoCard, and Tower Card. * Anticipate the administrative needs of the Office of the President and the COS, while managing multiple tasks of a confidential and sensitive nature. * Coordinate and perform executive administrative and project management support for special committees, events, and projects as assigned by the President or COS. * Communicate and maintain policies, guidelines and procedures to support the accurate functions of the office. * Sensitively communicate on behalf of the office with high-ranking university officials, community leaders, campus colleagues, and the general public while maintaining strict confidentiality where needed. * Coordinate sensitive administrative, logistical tasks/timelines associated with Executive Searches. * Assist with high level support for the planning, executing and posting of payment for projects from all the departments listed under the President Office. * Coordinate and process all personnel actions for staff and students working in the office of the president including: hiring, recruitment, onboarding, offboarding, performance reviews, and disciplinary actions. * Request access to university-issued equipment and systems applications to maintain productivity while in the office or working remotely. * Process President's Emeritus Granting letters for all Emeritus faculty and staff. * Coordinate annual office assessment and improvement process including assembling relevant materials, preparing the agenda, and creating a template for the report and recommendations. * Work collaboratively with the Finance office to manage, monitor, and oversee the office budget, including processing financial transactions, such as requisitions, POs, contracts, and reconciling credit card transactions. * Assist with the coordination of special events in the Office of the President while coordinating with other campus entities that contribute to group and social cohesion within the division and across campus, staff events, as necessary. * Coordinate office administrative/logistical tasks associated with the various annual awards, sponsorship requests, and events that require decisions by the President. Knowledge, Skills & Abilities * Demonstrated ability to communicate effectively in written and oral communication and with sensitivity to different audiences * Thorough knowledge of and ability to apply extensive expertise to the principles, policies, and practices related to techniques of organization, administration, and functions of a highly sensitive and confidential executive office * Thorough knowledge of software applications such as MS Office products including Word, Excel, and PowerPoint, Google Suite, Google Mail, calendar, docs, sheets, forms, etc., and database management * Working knowledge of operational and fiscal analysis and techniques as well as software applications * Ability to effectively compose, edit, and appropriately format correspondence and reports * Skill in the research, development, and evaluation of policies and programs, including the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations * Ability to use tact and good judgment in responding to requests for information and/or interpretation of policies or procedures * Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved * Ability to perform accurately in a detail-oriented environment; handle multiple work priorities; organize, set deadlines, and plan work and projects * Ability to apply a high degree of judgment, discretion, and initiative in coordinating activities associated with the President's Office * Ability to process information quickly for a fast-paced office * Ability to establish and maintain effective working relationships with high-ranking campus administrators, community leaders, and the public Required Qualifications * Bachelor's degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position * Three years of administrative work experience Preferred Qualifications * Bachelor's Degree * Professional training in executive support * Five years of progressively responsible professional office coordination experience * Experience supporting executive management * Budget management experience * Experience in a higher education environment Compensation Classification: Confidential Administrative Support II Anticipated Hiring Range: $7,472/month - $7,875/month CSU Salary Range: $4,464/month - $10,669/month San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary. Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: * Resume * Letter of Interest All applicants must apply within the specified application period: December 5, 2025 through January 1, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Contact Information University Personnel ************* ************ CSU Vaccination Policy The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at ****************************************************** and questions may be sent to *************. Additional Information Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at **************************************************************** The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at ************ or by email at ************************. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at ******************************************************************* The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at ************ or by email at **********************. Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director. Equal Employment Statement San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. #LI-RC1 Advertised: Dec 05 2025 Pacific Standard Time Applications close:

AMS.NET is seeking a highly motivated Administrative Assistant to join its Administrative Department in the Livermore office. Ideal candidates will have 5 years' experience in general administrative work. The Sr Admin Assistant provides overall corporate administrative support and will report directly to the Vice President of Administration. Duties/Responsibilities: Acts as receptionist and answers main phone line Receives and distributes mail Makes all travel arrangements Provides sales support for binders and bids Provides project management support for binders Orders office supplies for all buildings Orders office furniture for all buildings Orders and maintains kitchen supplies Monitors shredding bins for all buildings Monitors janitorial services for all buildings Maintains conference room and AMS.NET Solution Center calendars Completes meter readings for, printers, copiers and postage machines (supplies and maintenance) Writes weekly thank you letters to customers Manages printing for bids and marketing literature Maintains office supply inventory all offices Sets up room for all meetings and cleans up afterwards Provides backup for other administrative positions as needed Attends monthly Admin Department meeting Skills/Qualifications: Ability to type 60 words per minute Ability to write legibly Good customer service skills including professional telephone etiquette skills Ability to establish and maintain positive work relationships with both internal and external customers Ability to learn and adapt to new technologies related to office procedures Maintain confidentiality of all company related information Possess good attention to detail Has good working knowledge of basic office equipment and machines including computer, copiers, fax machines, scanners, postage machines and company telephone system Ability to train other employees on basic office equipment and machines listed in #7 Education and Experience: High school diploma (or equivalency) 5 years of experience in general administrative work Additional Requirements: Must be able to lift 30 lbs. Pre-employment background check required Compensation will be commensurate with experience and salary is flexible depending on the candidate. AMS.NET provides a great working atmosphere and culture. To hear more, please send an updated resume and salary expectations to **************** or apply online.

(Private Family Assistant with Driving & Logistics Focus) Job Type: Full-Time (40 hours/week), Hourly, Non-Exempt Posting ID: PA-2025B Availability: Typical 9 AM - 5:30 PM, Monday-Friday. Be available and on-call as needed. Compensation: $72,800 - $270,000/year DOE Up to 20% discretionary annual bonus Full benefits: Health insurance, vacation, sick days, paid holidays Paid meal breaks Regular performance reviews Travel required as needed At-Will Employment Notice: This is an at-will position. Either the employee or Excellence Services may terminate the employment relationship at any time, with or without cause or notice. About the Role: This newly defined role supports a private household with a strategic blend of personal assistance, transportation, and operational coordination. Reporting to the House Manager and collaborating with a team of PAs, the Executive Personal Assistant & Chauffeur will be hands-on with logistical support, regional driving, project oversight, and high-level discretion. This is not a purely driving position-candidates must be comfortable managing tasks across scheduling, errands, and vendor coordination, while prioritizing confidentiality and proactive service. Key Responsibilities:Personal Logistics & Driving Support Provide safe, professional transportation of Principal(s) across the Bay Area and occasionally statewide. Maintain vehicle presentation, track servicing schedules, and proactively manage upkeep. Execute daily and ad hoc errands such as shopping, courier services, returns, banking, and pick-ups. Respond quickly to unexpected schedule shifts, airport runs, or late-night logistics. Administrative & Vendor Coordination Manage vendor schedules and supervise on-site visits (florists, repairs, stylists, tech services, etc.). Track key project timelines, review contractor quotes, and facilitate approvals. Assist with home inventory, light purchasing, and administrative errands such as mail, storage, or document drop-offs. Maintain digital files, coordinate minor travel bookings or confirmations when needed. Household & Team Integration Support Principals in various household management tasks with poise and initiative. Join staff check-ins to report project updates and ensure aligned task execution. Provide support for small-scale events, guest arrivals, or family travel prep. Qualifications: Bachelor's degree or equivalent professional experience required. Minimum 3-5 years in a similar hybrid Personal Assistant or Chauffeur capacity. Prior luxury or private household experience strongly preferred. Clean California driver's license; familiarity with Bay Area roads essential. Proficient in G Suite, iPhone, MacBook, and modern task tools. Highly organized, punctual, and resilient under pressure. Clear communicator with discretion and polished demeanor. Must be legally authorized to work in the U.S. Able to pass extensive background check and screenings. Core Values: Principals First: Act in the best interest of the household at all times. Discretion & Accountability: Uphold privacy and take ownership of results. Efficiency: Work with precision, urgency, and adaptability. Growth-Oriented: Seek learning opportunities and embrace feedback. Integrity: Consistently deliver reliable and respectful service. Why Join Us? Prestige & Professionalism: Operate in a refined, high-expectation setting. Team Culture: Join a respectful, values-driven household team. Advancement: Take advantage of structured reviews and performance incentives. Tools & Tech: Leverage cutting-edge platforms to streamline communication and logistics. Flexibility: Each day presents new challenges across people, places, and priorities. Note: The scope of this position may evolve based on household needs. Applicants must demonstrate flexibility, discretion, and readiness for immediate or phased onboarding. #zr

Our Company Changing the world through digital experiences is what Adobe's all about. We give everyone-from emerging artists to global brands-everything they need to design and deliver exceptional digital experiences! We're passionate about empowering people to create beautiful and powerful images, videos, and apps, and transform how companies interact with customers across every screen. We're on a mission to hire the very best and are committed to creating exceptional employee experiences where everyone is respected and has access to equal opportunity. We realize that new ideas can come from everywhere in the organization, and we know the next big idea could be yours! The Opportunity We are looking for a motivated Sr. Administrative Assistant to provide administrative support to leadership in our Corporate Development team. Collaborate closely with executives, Adobe's customers and partners, and senior leaders, E-team and SVP EAs, event coordinators and broad teams of product, engineering, legal, sales, marketing, etc. A successful candidate will have a proven track record of working in an accelerated environment with meticulous attention to detail. We thrive in ambiguity, be willing to roll up your sleeves with the team. Build rapport internally and with external partners. Demonstrate strong judgment, a high level of professionalism and confidentiality. Be resourceful in identifying the right collaborators, navigating Adobe's matrix to get results, and adept at managing and resolving scheduling conflicts across multiple calendars to keep priorities on track. What You'll Do * Extensive scheduling for Sr. Director and Directors, calendar coordination and managing complex, cross-geo multi-time-zone and changing calendars, working through scheduling roadblocks while optimizing for the needs and priorities of the business. * Filter and manage requests for internal & external commitments for above. * In collaboration alongside the Chief of Staff and VP EA, coordinate special projects including: Offsites, team building activities, and all-staff meetings. Assist in coordinating and communicating about organization-wide engagement and social events. Be available to provide onsite support for meetings. * Manage budget for team activities, working with Chief of Staff. * Help onboard new Corp Dev team members: equipment, first week 1:1 scheduling, welcome gifts, working with hiring managers. * Regularly collaborate with cross-functional Administrative & Executive Assistants to create a harmonious support network for our leaders, amplifying their effectiveness. Provide back up for vacation/illness * Anticipate and resolve challenges with initiative and efficiency; proactively identify ways to improve how we work * Showcase Project Management skills as well as prioritizing work and balancing several workstreams at a time * Maintain organization distribution lists and charts, ability to review data with a keen attention to detail. * Support and own specialist projects on an as-needed basis What is Needed to Succeed * BA/BS degree preferred OR 5 + years of administrative experience OR equivalent practical experience * Positive, proactive, and can-do attitude in a fast-paced, ever-changing global environment * Take initiative, regularly identifies process improvements and ways to streamline complex efforts * Exceptional ability to prioritize conflicting demands and meet deadlines with little direction * Strong organizational skills, attention to detail, business acumen and timely follow-through with minimal direction * Excellent written and interpersonal communication skills * Ability to handle confidential information with integrity and exercises discretion * Confidence and strong decision-making skills * Technical proficiency with productivity applications from Adobe, Microsoft, Slack and others * Eagerness to build a network with other administrative and executive assistants at Adobe and cooperate as a team * Ability to travel occasionally to provide support at events/conferences Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this position is $75,800 -- $157,650 annually. Pay within this range varies by work location and may also depend on job-related knowledge, skills, and experience. Your recruiter can share more about the specific salary range for the job location during the hiring process. In California, the pay range for this position is $108,900 - $157,650 At Adobe, for sales roles starting salaries are expressed as total target compensation (TTC = base + commission), and short-term incentives are in the form of sales commission plans. Non-sales roles starting salaries are expressed as base salary and short-term incentives are in the form of the Annual Incentive Plan (AIP). In addition, certain roles may be eligible for long-term incentives in the form of a new hire equity award. State-Specific Notices: California: Fair Chance Ordinances Adobe will consider qualified applicants with arrest or conviction records for employment in accordance with state and local laws and "fair chance" ordinances. Colorado: Application Window Notice If this role is open to hiring in Colorado (as listed on the job posting), the application window will remain open until at least the date and time stated above in Pacific Time, in compliance with Colorado pay transparency regulations. If this role does not have Colorado listed as a hiring location, no specific application window applies, and the posting may close at any time based on hiring needs. Massachusetts: Massachusetts Legal Notice It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Adobe is proud to be an Equal Employment Opportunity employer. We do not discriminate based on gender, race or color, ethnicity or national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, or any other applicable characteristics protected by law. Learn more. Adobe aims to make Adobe.com accessible to any and all users. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, email accommodations@adobe.com or call **************.

Company DescriptionJobs for Humanity is partnering with Stanford University to build an inclusive and just employment ecosystem. Therefore, we prioritize individuals coming from the following communities: Refugee, Neurodivergent, Single Parent, Blind or Low Vision, Deaf or Hard of Hearing, Black, Hispanic, Asian, Military Veterans, the Elderly, the LGBTQ, and Justice Impacted individuals. This position is open to candidates who reside in and have the legal right to work in the country where the job is located. Company Name: Stanford University Job Description The people and programs comprising of Stanford's Radiology department are world-renowned. Stanford Radiology continues to push the boundaries of innovation in physics and engineering to develop cutting-edge methods for enhanced anatomic and functional imaging. Our diverse multidisciplinary teams of scientists, together with industry collaborators, are creating new methods for the early detection of cancer using molecular imaging, nanotechnology, and systems biology. They also continue to develop improved and more targeted methods for least-invasive, and compassionate cancer patient care. The Department of Radiology at Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. Duties include: Act on behalf of the supervisor, department 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, university, 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. * - Other duties may also be assigned. DESIRED QUALIFICATIONS: 4-year college degree including scientific or accounting courses preferred. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND 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. Strong verbal and written communication skills. Excellent customer service and interpersonal 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.

Executive and Personal AssistantAbout Us At Dyneti, we believe digital payments should be seamless and secure. That's why we built DyScan, a software library that allows digital merchants to prevent fraud and improve conversion by taking a photo of a credit card. Dyneti was founded by a fraud prevention expert from Uber, and has raised funding from an exceptional lineup of investors, including Y Combinator. We've processed hundreds of millions of credit card scans around the world, and our customers include Fortune 100 companies and some of the fastest growing tech unicorns. Job Overview We are seeking a proactive and highly organized Executive and Personal Assistant to support our CEO. If you thrive in a fast-paced startup environment and are passionate about enabling leaders to execute at their best, we'd love to hear from you. Responsibilities Manage calendars, schedule meetings, and coordinate travel arrangements for the CEO Plan and coordinate events Manage personal appointments, household vendors, and light errands Support family logistics Handle confidential information with discretion Support special projects as needed Qualifications Bachelor's degree or equivalent experience Outstanding organizational and multitasking skills Excellent verbal and written communication Ability to work independently and adapt quickly to changing priorities What We Offer High-impact role with visibility into company operations and strategy Opportunity to work closely with a dynamic, innovative founding team Supportive, collaborative work culture In the News Best of Y Combinator - TechCrunch 50 San Francisco Startups to Watch - Built In SF WWL Young Guns - SF Business Times Dyneti is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Job DescriptionSalary: $29 to $34 an hour Credo is engineering the future of high-speed connectivity for the AI-driven world.With a deeply rooted legacy of innovation and a passion for solving the most complex networking challenges, we deliver industry-leading solutions that power the next generation of cloud, AI, and hyperscale data centers. Credo is pioneering a systems-level approach to connectivity, integrating hardware, software, and architecture to deliver holistic solutions. This strategy not only differentiates us in the market but also creates significant value for our customers by accelerating deployment, improving performance, and reducing complexity across their infrastructure. At Credo, youll be part of a team of world-class technologists and engineers that thrive on pushing the limits of whats possible for some of the worlds most important companies. Our portfolio includes cutting edge solutions including our software,optical DSPs, PCIe/CXL products, SerDes IP, and advanced Active Electrical Cables(AECs) all designed for maximum performance, energy efficiency, and scalability. We foster a culture oftechnical excellence, collaboration, and continuous learning, where your ideas can shape the future of connectivity. From silicon architects to systems engineers, every role at Credo contributes to solving real-world problems at scale. Join us and help us architect the next generation of disruptive networking technologies because at Credo, We Connect. About the role We are seeking a professional and proactive Senior Office Coordinator to serve as the welcoming face of our office while providing comprehensive administrative support. This role combines front desk responsibilities with facilities management, ensuring our workplace runs smoothly and efficiently. The ideal candidate will be organized, friendly, and capable of managing multiple tasks while maintaining a professional environment for employees, visitors, and vendors. Responsibilities: Serve as first point of contact for front desk/receptionist duties, greeting guests and managing vendor/visitor sign-in processes Provide daily administrative support to office operations and staff Maintain office cleanliness and manage supply inventory Manage office supply inventory and restocking for both office and breakroom supplies Coordinate weekly lunch orders and assist with event planning Handle Costco deliveries and manage supply orders to maintain adequate stock levels Maintain accurate office site maps and seating arrangements Support new hire onboarding and workstation setup Assist with vendor and contractor onboarding through financial systems like Coupa for payment processing Process check deposits for Credo Handle confidential information with discretion and maintain appropriate confidentiality standards Basic Qualifications High school diploma or equivalent with 1+ years of experience in office administration or facilities coordination. Experience managing calendars, travel arrangements, and expense reporting. Strong organizational and multitasking skills. Professional communication and interpersonal abilities. Ability to lift up to 40 lbs. Proficiency with Microsoft Office Suite and basic financial tools. Demonstrated ability to maintain confidentiality and handle sensitive information. Preferred Qualifications Bachelors degree in Business Administration, Office Management, or related field. Familiarity with procurement and financial systems (e.g., Coupa). Event planning experience. The base salary range for this position is $29-$34 an hour. The base salary ultimately offered is determined through a review of education, experience, training, skills, qualifications, and location. This position is also eligible for a discretionary bonus, equity and a full range of medical and other benefits. Credo is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and welcome applicants from diverse backgrounds without regard to race, color, religion, gender, sex, sexual orientation, national origin, genetic information, age, disability, veteran status, or any other legally protected basis. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, email ********************.

Benefits: 401(k) Flexible schedule Be a valued team player in a successful operating family business with over 40 years of experience. Looking for an organized, motivated, detail-oriented, and dependable team player with the opportunity to live and work onsite. Benefits may include on-site housing, rental bonuses, 401k, contributions towards medical insurance, and PTO. Compensation depends on experience. Responsibilities/Expectations: Interacting with residents, future residents and internal team members in a professional manner Maintaining a high level of customer service and excellent communication Apartment leasing process Marketing and advertising Perform market survey / analysis Screening rental applications and showing units to prospective renters Move-ins and move-outs of Residents Apartment rules / lease enforcement Unit inspections Weekly property status reporting Answering the phone / administrative functions / light maintenance tasks (willingness to work with hands for light tasks) Walking the property and ensuring all is in order ready/willing for 24/7 emergencies Experience and Qualifications: Minimum of 3-5 years apartment management experience Successful sales/closing experiences Computer skills (Google Suite, Microsoft word, excel, and fluency with technology) Appfolio property management software Strong writing and speaking skills Flexibility / team player Motivated to learn, attention to detail Basic maintenance knowledge Must be able to pass a background check/drug screen, reliable vehicle, DL, insurance, and registration Please note this description is not an all-inclusive list of job duties. Job duties may be added, deleted, or modified at any time. This job description does not constitute an employment contract.

Key Responsibilities Scheduling & Workforce Coordination * Assist with weekly and monthly scheduling to ensure accurate coverage across all assigned client sites. * Manage shift changes, call-offs, and time-off requests to prevent coverage gaps. * Maintain and distribute staffing rosters, contact lists, and post assignments. * Support overtime and shift optimization efforts to maintain cost-effective coverage. Payroll & Timekeeping * Review and verify officer timecards for accuracy prior to payroll submission. * Track attendance, overtime, and missed punches while ensuring compliance with state and company policies. * Collaborate with HR and payroll teams to resolve discrepancies and ensure timely processing. Operational & Administrative Support * Support day-to-day operations by coordinating resources, managing documentation, and assisting with project deliverables. * Prepare and distribute weekly and monthly performance and operations reports. * Provide after-hours or emergency response coverage as required. Invoicing & Financial Oversight * Assist with monthly invoicing and invoice review, ensuring billing accuracy and consistency between schedules, timekeeping, and client requirements. * Reconcile discrepancies and collaborate with operations and finance teams to ensure accurate billing and recordkeeping. * Support reporting and tracking of operational budgets and costs as needed. HR Liaison & Recruitment * Support recruitment efforts including candidate screening, interviews, and onboarding. * Coordinate new hire documentation, training schedules, and badge issuance. * Serve as a liaison with HR on employee relations, attendance, and performance issues. Client Relations & Site Visits * Conduct regular site visits to assess officer performance, post conditions, and client satisfaction. * Communicate client feedback and service issues promptly to management. * Assist in preparing client updates, service audits, and review meetings. Qualifications * 2-4 years of experience in security, operations coordination, or scheduling. * Proficiency with scheduling systems, timekeeping platforms, and Microsoft Office Suite (Excel, Outlook, Word). * Strong analytical and organizational skills with a high attention to detail. * Excellent interpersonal and communication skills, both written and verbal. * Must possess or be able to obtain a valid California Guard Card. * Flexible availability, including nights, weekends, and holidays as needed. * Experience with finance or invoicing is a plus. "Securitas is committed to diversity, equity, inclusion and belonging in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other applicable legally protected characteristic." #AF-PSIL

Administrative Associate 1467251 Hourly pay: $35/hr Worksite: Leading university (Stanford, CA 94305 - Hybrid, Must be on-site 3+ days a week) W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL 40 hours/week, 6 Month Assignment A leading university is seeking an Administrative Associate. The successful candidate will oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, etc. The company offers a great work environment! Administrative Associate Responsibilities: Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research, 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. Oversee and/or process a variety of complex financial transactions. Administrative Associate Qualifications: 6 years of administrative experience. Advanced computer skills and demonstrated experience with office software and email applications. Proven success in following through and completing projects. Stronger full-lifecycle management of in-person, virtual, and hybrid events coordination. Experience and skills in data management, editing, and drafting communications (i.e. education materials such as course handouts and program materials, web page content). Shift: Monday to Friday 8 am-5 pm. (H)

Administrative Associate 1467251 * Hourly pay: $35/hr * Worksite: Leading university (Stanford, CA 94305 - Hybrid, Must be on-site 3+ days a week) * W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL * 40 hours/week, 6 Month Assignment A leading university is seeking an Administrative Associate. The successful candidate will oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, etc. The company offers a great work environment! Administrative Associate Responsibilities: * Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research, 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. * Oversee and/or process a variety of complex financial transactions. Administrative Associate Qualifications: * 6 years of administrative experience. * Advanced computer skills and demonstrated experience with office software and email applications. * Proven success in following through and completing projects. * Stronger full-lifecycle management of in-person, virtual, and hybrid events coordination. * Experience and skills in data management, editing, and drafting communications (i.e. education materials such as course handouts and program materials, web page content). Shift: * Monday to Friday 8 am-5 pm. (H)

Job Description To assist the department in onsite administrative duties including reimbursements, travel, calendaring, PCard, and handling a busy clinical phone line How many years of experience are required 3 years experience minimum. Previous Administrative experience highly desired Will this role extend or possibly convert to a FTE Yes Top 3 requirements to hire Previous administrative associate position, PCard/TCard/reimbursement experience, calendaring for an individual Requirements: Location Address: 453 Quarry Road, Palo Alto, 94304 Remote/onsite/hybrid: Onsite 5 days a week

Cooley is seeking an IP Practice Support Assistant to join the IP Services team. The IP Practice Support Assistant (IP PSA) will assist with various administrative projects and duties in support of practitioners, specialists, and paralegals in the Patent Prosecution and Counseling and Trademark, Copyright and Advertising practice groups. Specific duties include, but are not limited to, the following: Position responsibilities: Process new docket number requests, conflict checks and new matter number requests Obtain patent documents via public and/or firm-vendor resources Order/secure certified patent/trademark documents Upload Information Disclosure Statement (IDS) references via EFS Assist with special projects Obtain timekeeper approval and coordinate payment for foreign associate invoices Process domestic vendor invoices and expense reimbursements using Chrome River Enter practitioner time and fixed fees in IntApp Time, as requested Assist with organization of monthly client bills (electronic/manual) and other billing tasks (bookmarking prebills, cover letters) Update iManage in accordance with practice group electronic file guidelines Prepare labels and packages for courier delivery Assist with general printing, copying and scanning requests Coordinate and schedule travel Reserve conference rooms, schedule conference calls and coordinate other meeting logistics Skills & Experience Required: Available to work overtime, as required After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications Preferred: Bachelor's Degree Previous administrative experience in a professional service industry Competencies Customer service oriented, as demonstrated by strong attention to detail, organization and ability to prioritize work tasks and manage deadlines based upon internal and external client needs Ability to work independently and under pressure/tight time constraints Creative and entrepreneurial approach to problem-solving and process improvement Flexible and agile, ability to reprioritize with changes in the business Strong initiative and a get-it-done attitude Excellent communication and interpersonal skills Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE. The expected hourly pay range for this position with a work schedule of 40 hours per week is $25.00 - $35.00 ($52,000.00 - $72,800.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate. We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University's School of Medicine, is a world-leading department that offers comprehensive training and perioperative patient care, pain management, and critical care medicine as well as cutting-edge research, encompassing a wide spectrum of programs in basic, translational, clinical, health services and medical education. The Department of Anesthesiology, Perioperative, and Pain Medicine is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in health care. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health. Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers. The School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department. For more information on our department, please see our website: **************************************** This is a hybrid position that will require to be on site 4 days a week. Duties include: * Act on behalf of the supervisor, department 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, university, 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 may also be assigned EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND 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. * Strong verbal and written communication skills. * Excellent customer service and interpersonal 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 University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORK STANDARDS * Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. * Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. * Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, ****************************** The expected pay range for this position is $39.20 to $45.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (***************************************************** provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Additional Information * Schedule: Full-time * Job Code: 4098 * Employee Status: Regular * Grade: F * Requisition ID: 107933 * Work Arrangement : Hybrid Eligible

Job ID 6585 Full-Time Regular **SLAC Job Postings** Stanford Synchrotron Radiation Lightsource, a Directorate of SLAC National Accelerator Laboratory at Stanford University, has an exciting opportunity for a result-driven, detail-oriented, and service-minded Administrative Associate 4. The position will report to the Administrative & Financial Program Administrator for the Structural Molecular Biology and the CryoElectron Microscopy/Tomography programs at SSRL. The position will have significant interaction with entities at Stanford Medical School and the Stanford University Department of Chemistry. You will interface directly with faculty, scientific and technical staff, and postdoctoral scholars, in addition to administrative and management staff. You will have responsibilities within a large range of activities, such as providing administrative and financial support related to scientific proposal submission and post-award administration, preparing for and tracking purchases at Stanford and SLAC, monitoring expenses and perform reconciliations, and assist with processes for advisory committees, summer schools, workshops and related meetings. **Your specific responsibilities include:** + Serve as the primary point of contact and resources to a diverse group of scientific and technical staff within the programs; resolve issues within immediate work unit. + Support sponsored project research proposal submissions, with integration of information between SLAC and Stanford proposal processes within several units. + Perform post award administration with Manager and PI(s), including in the preparation of administrative and financial reports within parameters of sponsored and non-sponsored research guidelines. + Process purchases orders and travel reimbursements; verify and reconcile purchasing and travel card transactions. + Process a variety of financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. + Assist scientific staff/PIs with capital or special equipment requests, creation of capital equipment projects, tracking procurement, perform property tagging, and drive administrative Stanford property control processes. + Work closely with scientists to organize summer schools, workshops, tutorials, web information, registration and admission processes, resolve SLAC site access issues, and provide communication, information and statistics for related post award reports. + Perform time and leave administration duties and input data into the administrative/financial system. **Other responsibilities may include:** + Act on behalf of the supervisor to identify and resolve problems that are administrative in nature. + Research and/or write background information for meetings. Participate in meetings on supervisor s behalf, inform after the fact. + 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 events within budget. Compose and draft documents and correspondence for presentations, handouts, conferences, reports, displays, brochures, social media, and/or websites. + Create reports and spreadsheets which may utilize specialized software and systems. + Assist with capital or special equipment requests and/or vendor selection. + Analyze and review material and extract pertinent information for briefing purposes. + In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. + Assist with human resources transactional support and coordinate visa processes. + Other duties may also be assigned. + Other duties may also be assigned. **To be successful in this position you will bring:** + High school diploma and six years of administrative experience or combination of education and relevant experience. + Advanced computer skills and demonstrated experience administrative/business applications, such as Microsoft Office suite, especially Excel, and email applications. + Proven success in following through and completing projects. + Excellent organizational skills and attention to detail + Excellent verbal and written communication skills. + Excellent customer service and interpersonal skills. + Ability to prioritize, multi-task and manage competing deliverables. + Ability to take initiative and ownership of projects. + Ability to routinely and independently exercise sound judgment in making decisions. **In addition, preferred requirements include:** + Ability to identify and resolve complex issues which may span multiple areas; apply ingenuity and creativity to problem analysis and resolution and recognize exceptions. + Experience with administrative work in a scientific environment. + Experience with Stanford University and SLAC processes and systems. **SLAC employee competencies:** + Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner. + Self-Development: Pursues a variety of venues and opportunities to continue learning and developing. + Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes. + Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward. + Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes. + Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages + Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve. **Physical requirements and Working conditions:** + Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. + Given the nature of this position, SLAC is open to on-site and hybrid work options. **Work Standards:** + Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. + Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for environment, safety and security; communicates related concerns; uses and promotes safe behaviors based on training and lessons learned. Meets the applicable roles and responsibilities as described in the ESH Manual, Chapter 1 General Policy and Responsibilities: ***************************************************************** + Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, ******************************* ------------------------------------------------ + Job Classification Title: Administrative Associate 4 + Job Code: 4099, Level: G + Duration: Regular Continuing The expected pay range for this position is $45.23 - $51.03 per hour. Placement in the range is subject to the applicable Collective Bargaining Unit. SLAC National Accelerator Laboratory/Stanford University provides pay ranges representing its good faith estimate of the hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. SLAC National Accelerator Laboratory is an Affirmative Action / Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All staff at SLAC National Accelerator Laboratory must be able to demonstrate the legal right to work in the United States. SLAC is an E-Verify employer.

Credo is engineering the future of high-speed connectivity for the AI-driven world. With a deeply rooted legacy of innovation and a passion for solving the most complex networking challenges, we deliver industry-leading solutions that power the next generation of cloud, AI, and hyperscale data centers. Credo is pioneering a systems-level approach to connectivity, integrating hardware, software, and architecture to deliver holistic solutions. This strategy not only differentiates us in the market but also creates significant value for our customers by accelerating deployment, improving performance, and reducing complexity across their infrastructure. At Credo, you'll be part of a team of world-class technologists and engineers that thrive on pushing the limits of what's possible for some of the world's most important companies. Our portfolio includes cutting edge solutions including our software, optical DSPs, PCIe/CXL products, SerDes IP, and advanced Active Electrical Cables (AECs) all designed for maximum performance, energy efficiency, and scalability. We foster a culture of technical excellence, collaboration, and continuous learning, where your ideas can shape the future of connectivity. From silicon architects to systems engineers, every role at Credo contributes to solving real-world problems at scale. Join us and help us architect the next generation of disruptive networking technologies - because at Credo, We Connect. About the role We are seeking a professional and proactive Senior Office Coordinator to serve as the welcoming face of our office while providing comprehensive administrative support. This role combines front desk responsibilities with facilities management, ensuring our workplace runs smoothly and efficiently. The ideal candidate will be organized, friendly, and capable of managing multiple tasks while maintaining a professional environment for employees, visitors, and vendors. Responsibilities: Serve as first point of contact for front desk/receptionist duties, greeting guests and managing vendor/visitor sign-in processes Provide daily administrative support to office operations and staff Maintain office cleanliness and manage supply inventory Manage office supply inventory and restocking for both office and breakroom supplies Coordinate weekly lunch orders and assist with event planning Handle Costco deliveries and manage supply orders to maintain adequate stock levels Maintain accurate office site maps and seating arrangements Support new hire onboarding and workstation setup Assist with vendor and contractor onboarding through financial systems like Coupa for payment processing Process check deposits for Credo Handle confidential information with discretion and maintain appropriate confidentiality standards Basic Qualifications High school diploma or equivalent with 1+ years of experience in office administration or facilities coordination. Experience managing calendars, travel arrangements, and expense reporting. Strong organizational and multitasking skills. Professional communication and interpersonal abilities. Ability to lift up to 40 lbs. Proficiency with Microsoft Office Suite and basic financial tools. Demonstrated ability to maintain confidentiality and handle sensitive information. Preferred Qualifications Bachelor's degree in Business Administration, Office Management, or related field. Familiarity with procurement and financial systems (e.g., Coupa). Event planning experience. The base salary range for this position is $29-$34 an hour. The base salary ultimately offered is determined through a review of education, experience, training, skills, qualifications, and location. This position is also eligible for a discretionary bonus, equity and a full range of medical and other benefits. Credo is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and welcome applicants from diverse backgrounds without regard to race, color, religion, gender, sex, sexual orientation, national origin, genetic information, age, disability, veteran status, or any other legally protected basis. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, email ********************.

Company DescriptionJobs for Humanity is partnering with Stanford University to build an inclusive and just employment ecosystem. Therefore, we prioritize individuals coming from the following communities: Refugee, Neurodivergent, Single Parent, Blind or Low Vision, Deaf or Hard of Hearing, Black, Hispanic, Asian, Military Veterans, the Elderly, the LGBTQ, and Justice Impacted individuals. This position is open to candidates who reside in and have the legal right to work in the country where the job is located. Company Name: Stanford University Job Description Educational Programs and Services (EPS) is home to departments and programs that are central to the educational mission of the Stanford University School of Medicine. We serve all populations of students and trainees who participate in the School's programs: Stanford MD, MS, MSPA, and PhD students; visiting MD students seeking clinical clerkships; postdoctoral scholars and medical fellows; and medical practitioners seeking further professional enrichment. Our goal is to provide a Stanford School of Medicine experience worthy of our students' and trainees' talents, aspirations, and dedication. Department Information Stanford Medicine Office of Diversity in Medical Education (ODME) is committed to cultivating and sustaining an environment that fosters the development of diverse physician leaders who are committed to eliminating the nation's health inequities through patient care, education, research, and advocacy. Job Purpose ODME is seeking an Administrative Associate 2 (AA2) as an important member of the ODME Undergraduate Medical Education (UME) Pathway Programs team who contributes to efforts that increase diversity in the health professions by supporting programs, events, and activities that foster learning and development to address health inequities. Reporting to the Assistant Director of Outreach, Recruitment, and Engagement, the AA2 will provide administrative and operational support to ODME UME Pathway Programs. This position will be based on the Stanford campus and will be considered for an option of telecommuting from the Bay Area (hybrid of working 2-3 days on-site during the academic year and onsite during summer programming), subject to operational need. Core Duties This position supports pathway programs in the Office of Diversity in Medical Education (ODME-UME Pathways) and distributes social media promotional content generated by members of the ODME team. The AA2 independently generates a quarterly newsletter and annual report from content provided by the ODME Undergraduate Medical Education (UME) team. Reporting to the Assistant Director of Outreach, Recruitment, and Engagement, the AA2 performs a range of duties in a fast-paced environment, including: Interacting virtually and in-person with faculty, administrators, community health partners, and other guests and visitors who participate in ODME summer and premedical pathway programs. Coordinates and staffs ODME UME Pathway program events, programs, and activities in collaboration with professional and student staff. Supporting operational and administrative tasks required for the successful development, administration, evaluation, and assessment of ODME UME pathway programs. Independently creating a quarterly ODME UME newsletter and annual report from content provided by the ODME UME team. Collates and organizes web-based and social media content describing premedical pathway programming. Assists in developing, editing, updating, and maintaining web content for ODME Pathway Programs. Assists in contingent staff hiring including human resources document generation and verification. Collects confidential documents to process Payroll, stipends, honoraria, fellowships, supply orders, and travel related to ODME pathway programs for paid staff and program participants. Uses a variety of platforms to respond to inquiries from internal and external community members (Slack, email, Asana, Messenger, Qualtrics, SlideRoom, acuity scheduling, Google, and other platforms). Establishes protocols for administrative support and processes. Provides administrative support leading up to, during, and concluding pathway programs. Provides in-person support for events and programming. Assists with event preparation including room setup, ordering and setting up catering. Operates and manages AV equipment as needed, re-setting and properly closing rooms following events. Orders, prepares; collates and distributes program supplies. Other duties as assigned. Education & Experience (Required) High school diploma and three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities (Required) Proficient computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing routine tasks. Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize and multi-task. Desired Qualifications Experience providing administrative support for student-centered programs. Ability to work independently, with feedback from multiple sources. Strong communication skills across different constituencies in an organization. Ability to learn, apply, and uphold program and institutional guidelines and policies. Experience using Google suite, including Sites, Calendar, Groups, and Drive, and the Microsoft 365 suite. Moderate to advanced computer skills and demonstrated experience with office and course software, and email applications (Google suite, Office 365 suite, Adobe Experience manager, Qualtrics, Canvas and financial systems). Demonstrated project coordination or project management experience. Ability to troubleshoot, exercise sound judgment in decision-making, and creatively problem-solve in an educational administrative environment. Skilled at time management, professional conduct and producing results. Ability to work independently and collaboratively to complete tasks. Demonstrated professionalism and commitment to excellence in a fast-paced environment. 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. Working Conditions AA will be asked to work in the office 2 to 3 days a week. On-site work may increase during the Spring and Summer months as summer programming commences and depending on need. Work Standards Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, ******************************* The expected pay range for this position is $56,000 to $74,000 per annum. Stanford University provides pay ranges representing it

Job Description Schedule: Hybrid 3x week on site The Divison of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented Administrative Team Lead (Administrative Associate 4). Under the general direction of the Assistant Division Manager, the Administrative Team Lead will supervise a team of three Administrative Associate 2s who support the day-to-day administrative and operational needs of the Division, in addition to providing complex administrative support to the Senior Leadership team, which consists of two Division Co-Chiefs, the Associate Chief, and the Administrative Division Director. The Administrative Team Lead will spearhead Division communications, event planning, and space allocation, direct the activities of an administrative team, independently manage Senior Leadership calendars, proactively identify and mitigate administrative issues, and create process improvements. The candidate must be highly organized, detail oriented, able to multi-task, and work independently under limited supervision. This exciting opportunity will require excellent judgement, communication, organization, time management, leadership and interpersonal skills, and the ability to take initiative. The successful candidate will work as part of a collaborative team and contribute to a positive and productive work culture. Our Division is comprised of 130 faculty members (and growing) spanning 5 diverse clinical sections, across 3 facilities in the Bay Area ( Health Care, Sequoia Hospital, and Tri-Valley). We are committed to excellence in clinical inpatient medicine, medical education, quality improvement, patient safety initiatives, and a broad research portfolio ranging from COVID-19 clinical trials to informatics and AI. Duties include: Act on behalf of the supervisor, department 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 research 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) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports. 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. Positions at this level also include one or more of the following duties: In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, 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. Desired Qualifications: 2 or more years of prior supervisory experience. Exceptional organizational skills and attention to detail and accuracy. Demonstrated ability to prioritize own work, multitask, and respect deadlines. Excellent written, oral, and interpersonal communication skills. Personal effectiveness and credibility. Bachelors Degree Requirements: Top 3 requirements to hire Prior experience supervising administrative associates (ideally 2+ years) A bachelors degree Preferably prior work experience at or Health Care (SHC), though we are willing to compromise on this requirement if the candidate has particularly strong supervisory experience. Knowledge, Skills, And Abilities (Required): Advanced computer skills and demonstrated experience with office software and email applications. Proven success in following through and completing projects. Excellent organizational skills and attention to detail. Excellent verbal and written communication skills. Excellent customer service and interpersonal 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 telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the nurturing stimulation of interactions among basic and clinical scientists, clinicians, and educators throughout the School of Medicine and University, as well as with the private and public sectors. Through our integrated research, education, patient, and community outreach programs, we are committed to maintaining the highest standards of academic medicine and patient care. The Division is seeking a 1.0 FTE, full time Senior Administrative Associate (Administrative Associate 3) to provide administrative or operational support with limited supervision to 4-6 faculty and their program managers. Faculty will have varying levels of support needs ranging from reimbursements, managing calendars, making travel arrangements, and support in grant submissions. The Senior Administrative Associate may also serve as search coordinator for faculty searches. This is a hybrid role that will be required to be onsite 2 days a week, with additional days on an as needed basis. Duties include: * Act on behalf of the supervisor, department 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, university, and sponsor policies. * 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 may also be assigned ~ All members of the Department of Pediatrics are engaged in continuous learning and improvement to foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels. ~ DESIRED QUALIFICATIONS: EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND 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. * Strong verbal and written communication skills. * Excellent customer service and interpersonal 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 CERTIFICATIONS & LICENSES: None 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 University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. Additional PHYSICAL REQUIREMENTS: WORKING CONDITIONS: Additional WORKING CONDITIONS: Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. The hourly pay range for this position working in the California Bay area is between $39.46/hr. to $44.30/hr. based on commensurate experience and background. Additional Information * Schedule: Full-time * Job Code: 4098 * Employee Status: Regular * Grade: F * Department URL: ******************************* * Requisition ID: 107963 * Work Arrangement : Hybrid Eligible