Administrative Specialist
LeadStack Inc.
Job Title: Administrative Associate 3
Duration: 1 Year
Location: Palo Alto, CA 94304 - Hybrid, probably 3 days in-office (Monday, Wednesday, Thursday)
Summary:
We are actively seeking a highly motivated candidate to perform a variety of administrative functions, including strong organizational and communication skills, calendaring, and financial processing experience, as well as those who demonstrate a strong track record in schedule and project management and have experience navigating Oracle Finance (preferred).
This position reports directly to the Department Operations Manager and works closely with the Division Chief.
? Job Duties:
? Provide general administrative support including calendaring, meeting scheduling, travel management, and processing reimbursements.
? Respond to inquiries and determine and take appropriate action as required.
? Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events
? Schedule/Calendar management, travel arrangements, event planning, purchasing/reimbursements, project management, contract submissions.
? Knowledge in admin personnel onboarding/offboarding
? Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
? Duration of project (start and end date): Immediate start, one-year assignment with possible extension unless funding issues changes
? How many years of experience are required? High school diploma and 5-10 + years of high level admin experience, or combination of education and relevant experience.
Requirements:
Knowledge, Skills and Abilities:
? Proficient computer skills and demonstrated experience with office and email software
? 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
? Experience in academic or medical center environment
? Experience in navigating Financial management tools such as Oracle
? Experience in coordination of event and logistics
? Experience with project management tools
- ...Administrative Associate 1Pay Rate Range: $30.00 – $38.00/hr (DOE) Employment Type: Contract Schedule: Full-time, Monday–Friday | 8:00 AM – 5:00 PM Location: Stanford, CA (Onsite or Hybrid, as specified by department)Tekberry is seeking a highly organized and detail-oriented...SuggestedFull timeContract workWork at officeMonday to Friday
Tekberry
Palo Alto, CA5 days ago - ...Job Overview: Jumpstart your medical career through part-time federal service as a Combat Medic Specialist in the U.S. Army Reserve. In this role, you will receive nationally recognized medical training and gain hands-on experience delivering life-saving emergency...SuggestedContract workPart timeImmediate startRelocation packageFlexible hours
U.S. Army Reserve
Palo Alto, CA3 days ago - ...with Chinese-speaking business partners. Job Description We are seeking a highly organized, proactive, and detail-oriented Administrative Specialist to support daily office operations, administrative functions, and cross-functional business activities. This role will...SuggestedWork experience placementWork at office
Intellipro, Inc.
Palo Alto, CA3 days ago $40 - $45 per hour
...our courses each year. Learn more about the department at biology.stanford.edu. Position Summary We are seeking an experienced Administrative Coordinator to join our team of administrators who support the research and teaching missions of the department. Based at Hopkins...SuggestedHourly payTraineeshipWork at officeLocal areaStanfordlivetickets
Palo Alto, CA12 hours ago- ...Supervisory Administrative OfficerThis position is located at the Palo Alto VA Medical Center, in the Nutrition and Food Service (N&FS) department. The primary purpose of this position is to serve as the Supervisory Administrative Officer (AO) for N&FS and is responsible...Suggested
US Government Jobs
Palo Alto, CA5 days ago - ...College of Biomedical Equipment Technology. Similar Career Fields Include: Paramedic, Emergency Medical Technician, Health Education Specialist. About Our Organization: The U.S. Army offers a variety of possibilities for to discover your true potential whether you are...Full timeContract workPart timeImmediate startRelocation packageFlexible hours
US Army
Atherton, CA3 days ago - ...Administrative OfficerThe Administrative Officer at this level (GS-11) has supervisory responsibility for all office staff and has authority to make changes to the administrative programs to support NFS goals. Major duties and responsibilities include:Oversees and facilitates...Full timeWork at officeRemote workMonday to Friday
US Department of Veterans Affairs
Palo Alto, CA13 hours ago - ...For more information, visit . About This Opportunity The Office Manager is responsible for supporting the day-to-day administrative operations of the office, ensuring an organized, efficient, and welcoming environment. This role serves as the first point of contact...Contract workPart timeWork at officeRemote workWorldwideFlexible hours
H2o.ai
Mountain View, CA1 day ago - ...Griting AI's customer - one global transportation company are seeking a professional, friendly, and dependable Reception & Administrative Coordinator to serve as the first point of contact for visitors, customers, suppliers, candidates, logistics providers, and employees...Contract workInternshipWork at officeVisa sponsorshipWork visa
Griting
Mountain View, CA2 days ago $80k
...cleanliness, organization, and overall employee experience standards are maintained Handle incoming calls, calendars, and general administrative support as needed Provide ad hoc support to leadership and cross-functional teams on special projects and office initiatives...Permanent employmentTemporary workWork at officeCareer Group
Sunnyvale, CA5 days ago- ...labor regulations. Coordinate with headquarters to align office infrastructure with global standards. Daily Operations & Administration & Marketing Events Oversee office logistics: maintenance, security, cleaning, and space optimization. Provide administrative...Work at officeLocal area
PaleBlueDot AI
Mountain View, CA5 days ago $90k - $120k
...members Help coordinate the company’s annual offsite Prepare meeting spaces and materials Support founders and leadership with administrative tasks Assist with improving the overall office atmosphere and layout Lead ad hoc administrative and operational projects as needed...Full timeWork at officeRemote workCareer Group
Palo Alto, CA1 day ago$60k - $120k
At River AI, our mission is to create personal AI owned and shaped by each individual. To achieve this, we are building the full stack required for people and organizations to create AI models of their own—from training infrastructure and open-weight model post-training...Full timeContract workWork at officeMonday to Friday$25 - $35 per hour
Experience the Grace Difference! We are a growth oriented pediatric dental practice which prioritizes exceptional dental care to children of all needs and abilities, an outstanding work culture, and strives to leave a positive footprint within our community. What ...Hourly payFull timeWork at officeShift workWeekday work- Office Manager Permanent position for an Office Manager in Palo Alto general dental office. The office is open for patients M-Thurs 740-5. Friday is a flexible admin day from 740-5. Utilizes Open Dental as the software. Offers benefits. Mayday Dental StaffingPermanent employmentWork at officeFlexible hours
- Office Manager Our client, a growing organization operating at the intersection of AI and safety technologies, is seeking an experienced Office Manager. This is a unique opportunity to join a high-growth organization and play a key role in building and scaling workplace...Work at office
$118.31k - $155k
...partnerships, arts grant opportunities, and student support.The Finance Manager will report to the Senior Director of Finance and Administration. They will perform complex finance functions and activities with programmatic impact on the institution. The position requires...Work at officeRemote work2 days per week$100k - $130k
Business Operations Manager Bolt Graphics is a semiconductor startup based in Sunnyvale, CA building the fastest and most efficient graphics processors. We pride ourselves on our first principles approach to solving problems. We are energized by our mission to reduce...For contractorsWork at officeLocal areaWork from homeRelocation- ...Job Description Job Description Main Responsibilities: Oversee administrative operations, ensuring seamless day-to-day office management. Develop and implement administrative processes to improve efficiency and support business objectives. Oversee office...Work at office
Vivo Captial LLC
Palo Alto, CA7 days ago $35 per hour
Job Description Job Description Office Manager for AI Start-Up Location : Palo Alto, CA (100% in-office) Pay Rate : $35/hr Schedule : 25-40 hours/week, based on company needs and growth. General office hours are 10:00 AM–6:00 PM. Lunch and dinner are provided...Permanent employmentContract workWork at officeRemote workFlexible hoursCertified Employment Group
Palo Alto, CA4 days ago$120k - $160k
...create a smooth, efficient, and energizing workplace for the ACS team. You will be a key operational partner for the office and administrative functions, ensuring day-to-day work runs seamlessly while supporting a collaborative environment where our team can do their...For contractorsCasual workWork at officeLocal areaRelocationShift workAllen Control Systems
Mountain View, CA19 days ago$37.12 - $38.46 per hour
...Administrative Associate II- Onsite only This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze. Work Arrangement This is an on-site position, based on the Stanford campus. Budgeted Salary The...Hourly payWork at officeMonday to FridayStanford University School of Medicine
Palo Alto, CA13 hours ago- ...vital role in helping patients achieve their family-building goals. We are seeking a detail-oriented and compassionate Medical Administrative Coordinator to join our Palo Alto team. In this role, you will work closely with nurses, providers, and patients to...Work experience placementWork at officeMonday to FridayFlexible hours
IVI RMA North America
Palo Alto, CA14 days ago $20 - $27 per hour
...We are looking for an Administrative Coordinator to support day-to-day administrative activities and help keep information, requests, and processes organized. You will coordinate tasks, maintain records, communicate with internal teams, and provide administrative support...Hourly paySecond jobWork at officeRemote workGrabJobs
Santa Clara, CA13 hours ago$190k - $220k
Tax Director - Family OfficeJoin an established, integrated family office serving ultra-high-net-worth entrepreneurs and tech-wealth families, where a $190,000-$220,000 base salary, full practice ownership, and direct partnership alignment await a senior tax leader.What...Permanent employmentFull timeWork at officeLocal area$125k - $185k
...reporting.Integrate core tax solutions with broader family office services, including philanthropy, risk management, and estate administration.Oversee engagement workflows, project budgets, quarterly billing, and annual retainer cycles to ensure high-quality delivery....Permanent employmentFull timeWork at office$90k - $110k
...onsite at our Mountain View headquarters, you’ll manage core People Operations and recruiting workflows, coordinate company-wide administrative processes, and bring consistent ownership to responsibilities that are spread across the team today. This is an opportunity...Work at officeFlexible hoursMatternet
Mountain View, CA12 days ago$90k - $115k
...efficient outpatient setting. We are committed to creating a positive experience for patients while supporting strong clinical and administrative workflows that help the practice run smoothly. Neuvera values thoughtful coordination, operational excellence, and a team-based...Private practiceWork at officeLVIS
Palo Alto, CA20 days ago$30 - $31 per hour
...Job Description Job Description Job Description: As an effective Administrative Coordinator for the Leasing team, you have a great eye for detail and excellent customer service skills. The Administrative Coordinator will be responsible for working with a high volume...Work experience placement- About Us:Proofpoint is a global leader in human- and agent-centric cybersecurity. We protect how people, data, and AI agents connect across email, cloud, and collaboration tools. Over 80 of the Fortune 100, 10,000 large enterprises, and millions of smaller organizations...Full timeWork at officeFlexible hours
Do you want to receive more vacancies?
Subscribe and receive similar vacancies to Administrative Specialist. Be the first to apply!
- confidential administrative support Los Altos, CA
- remote administrative Los Altos, CA
- administrative support Los Altos, CA
- administrative Los Altos, CA
- administrative & business operations Los Altos, CA
- administrative office technology Los Altos, CA
- clinical administrative coordinator
- temporary administrative specialist
- administrative hearing officer
- administrative project coordinator