Administrative Associate

Description:

The 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.

Responsibilities

• Financial 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 Requirements

• Financial systems experience/knowledge
• Financial transactions experience (processing transactions related to POs, expense reimbursements, purchase card verification)
• Complex meeting scheduling