Administrative Associate

Company: Leadstack Inc
Location: Palo Alto
Posted on: June 6, 2021

Job Description:

Description:
Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
Prioritize and juggle multiple projects simultaneously and independently, often under pressure and in a fast paced environment.
Triage phone calls, emails, and fax transmissions.
Process and distribute time sensitive documents effectively.
Screen telephone calls and visitors. Respond independently to general inquiries when appropriate, and make swift and accurate judgments in forwarding inquiries and requests to attorney or other offices in the university or hospitals.
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.
Assist with other projects as needed.
Minimum Knowledge, Skills, and Abilities Required:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Spanish speaking preferred.
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.

Requirements:
Assignment length: 3 months to start with potential to extend
This role is a mix of reception/admin support. While experience in a legal environment is a nice to have, it's not required. The manager is NOT looking for experienced legal admin assistants as that level of legal expertise is NOT needed for this position
This position will be interacting with people that are Spanish speaking so candidates that are bilingual would be highly preferred and prioritized for interviews.
Mills Legal Clinic is comprised of a cohesive and supportive team and the clinic is growing so this position could lead to additional opportunities dependent on candidates skills and performance as well as business needs.
IMPORTANT: This role will be a mix of remote/onsite work to start but then will move fully onsite once campus reopens.
Candidates will need to agree to come onsite for work as needed and follow Stanford COVID guidelines (daily health checks, COVID surveillance testing weekly or when onsite)
Candidate Submittal Template
Summary why the candidate is a good fit for this role
Supplier Markup
Bill Rate
W*** please confirm
Availability to Interview
Availability to Start
Any Planned Vacations/Time Off
Commute okay?*
*Please indicate if the candidate is comfortable with the commute. We do NOT want the candidate s location listed please.

Keywords: Leadstack Inc, Palo Alto , Administrative Associate, Other , Palo Alto, California