Administrative Associate

Financial Preparer And Executive SchedulerThe role involves providing comprehensive support in financial preparation, executive scheduling, and general office administration. The ideal candidate will possess experience in financial systems and complex meeting scheduling.ResponsibilitiesFinancial Preparer Support Process a variety of complex financial transactions, including expense reports, invoices, purchase orders, and department credit card transactions.Produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.Maintain records and tracking of payments to vendors and usage of retainers.Executive/Office Scheduling Support Plan and schedule calendar(s) for executive staff with limited consultation.Resolve calendaring conflicts and arrange travel in compliance with unit, university, and sponsor policies.Perform duties associated with office-wide scheduling with clients across Stanford entities.General Office Support Respond to inquiries and determine and take appropriate action as required.Perform office duties including handling of incoming and outgoing mail, issuing memos and reports, managing access to digital and paper files, and monitoring and ordering office supplies.Coordinate and monitor routine maintenance services completion.Top 3 RequirementsFinancial systems experience/knowledgeFinancial transactions experience (processing transactions related to POs, expense reimbursements, purchase card verification)Complex meeting scheduling