Location: Palo Alto, CA (Hybrid: 3 days onsite/2 days remote)
Top Skills:
3+ years of experience as an administrative assistant, managing multiple tasks such as scheduling, calendar management with limited consultation, and resolving calendaring conflicts.
Experience in coordinating and managing events, ensuring events run smoothly.
Experience in a medical or corporate setting, providing administrative support in a healthcare environment or similar industry.
Education:
High school diploma and four years of administrative experience, or a combination of education and relevant experience.
Key Responsibilities:
Act as the lead administrative point of contact for the Division Co-Chief and Associate Division Chief.
Oversee and manage new faculty and staff onboarding.
Support Division events and meetings, ensuring all logistics are handled effectively.
Address and troubleshoot faculty inquiries, providing prompt and accurate responses.
Update and maintain Division communication platforms.
Manage complex scheduling and calendar coordination with limited consultation, ensuring effective time management and conflict resolution.
Plan and organize complex conferences, seminars, and events, including vendor arrangements, production and distribution of materials, and staying within budget.
Draft and edit documents, presentations, course handouts, and reports; ensure accuracy and quality in all communications.
Process complex financial transactions, including budget monitoring and reconciliation, and assist with equipment requests and vendor selection.
Coordinate office maintenance services and minor renovation projects, as necessary.
Knowledge, Skills, and Abilities:
Proficient in advanced office software and email applications.
Excellent organizational skills and attention to detail.
Strong verbal and written communication abilities.
High customer service standards with a focus on interpersonal skills.
Capacity to prioritize tasks, manage multiple responsibilities, and delegate work as needed.
Ability to exercise sound judgment and take ownership of projects.