Job Description

We have a Foundation in the Palo Alto, CA area seeking a strong Sr Admin Assistant or Program Associate to support all Programs Teams within the Foundation!

Position is just Contract for now!

Hybrid 3-days onsite!

Pay is up to $35/hr

This is a 4 month contract role!!

We are looking for an effective and courteous communicator and efficient administrator who has confidence, curiosity, and professional competency and who can assist the team with a variety of projects. We place a high premium on maintaining a work environment based on trust, respect, and collegiality.

Key Responsibilities:

Administrative Support:

• Manage calendars, schedule appointments, and coordinate meetings.
• Prepare and edit correspondence, reports, presentations and meeting notes.
• Handle travel arrangements, including booking flights, hotels, and transportation.
• Manage and process expense reports and invoices.
• Answer and direct calls/emails, take messages, and respond to inquiries.
• Organize and maintain electronic filing systems.

Communication:

• Act as the first point of contact for internal and external stakeholders.
• Coordinate and manage office communications (letters, memos, phone calls, etc.).
• Draft and respond to emails on behalf of executives or managers.

Office Organization:

• Assist with the organization of office or virtual events, meetings, and other convenings.

Document Management:

• Prepare documents for meetings, including agendas, reports, and presentations.
• Manage electronic filing systems and ensure documents are organized, stored, and easy to access.
• Ensure proper document compliance, confidentiality, and record-keeping.

Project Coordination:

• Assist with organizing and supporting team projects.
• Track deadlines and deliverables for various projects.
• Coordinate resources, prepare materials, and monitor project timelines.

Financial Administration:

• Process invoices, purchase orders, and expense reports.
• Assist with budgeting and maintaining records.

Client and Customer Relations:

• Schedule and coordinate internal and external meetings and appointments.
• Assist in preparing meeting documents, agendas, proposals, or presentations, and take meeting notes.
• Ensure high-level customer service through efficient handling of queries or requests.

Data Entry & Reporting:

• Maintain accurate contact and meeting records in Salesforce.
• Enter and update data in spreadsheets, CRM systems, and databases, including Salesforce.

Skills and Qualifications:

• Communication Skills: Excellent written and verbal communication skills to interact with stakeholders at all levels.
• Organizational Skills: Strong attention to detail, multitasking ability, and capacity to prioritize tasks effectively.
• Time Management: Ability to manage competing priorities, meet deadlines, and work independently.
• Tech Proficiency: Proficient with office software (e.g., Microsoft Office Suite: Word, Excel, PowerPoint, Outlook), and familiarity with office equipment (fax, printers, etc.).
• Problem-Solving: Ability to troubleshoot and find solutions to administrative challenges.
• Confidentiality: Handling sensitive information with discretion and maintaining confidentiality.

Qualifications:

• Proficient in Microsoft Excel, Word, Outlook, PowerPoint and performing research on the Internet; experience with Salesforce a plus
• Demonstrated ability to learn new software applications

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