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ABOUT THE ROLE We’re looking for a highly organized, proactive Administrative Assistant to support the Administrative Director and the Palo Alto administrative team. This role is ideal for someone who thrives in a fast‑moving environment, communicates clearly, and enjoys keeping operations running smoothly.
WHAT YOU’LL DO
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Serve as the first point of contact for incoming calls and correspondence, responding or routing as needed.
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Coordinate conference calls and maintain well‑structured filing systems.
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Manage timesheets, vacation requests, and absence tracking in PeopleSoft.
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Support scheduling of vacation coverage and process overtime and gym reimbursement submissions.
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Contribute to team projects and take on additional responsibilities as needed.
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Protect sensitive firm and client information by following all security policies and reporting potential risks.
WHAT YOU BRING
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Strong attention to detail, excellent organization, and the ability to follow through without prompting.
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Clear, professional communication skills and strong interpersonal abilities.
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Discretion and sound judgment when handling confidential information.
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Comfort working in a fast‑paced environment.
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Proficiency in Microsoft Office; PeopleSoft or HRIS experience is a plus.
EDUCATION & EXPERIENCE High school diploma required; bachelor’s degree preferred. Experience in a law firm or professional services environment is beneficial.
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