Top 85 Entry level administrative assistant Jobs in Sunnyvale Ca

Administrative Operations Specialist (21239) - Hybrid
Flex Employee Services —Stanford, CA
- $35 - $42 an hour
- Contract
- Hybrid work
- Background check
- Microsoft Outlook
- Customer service
- Referral program
Quick Apply
11d
Data Entry Clerk
Emergency University —San Jose, CA
- Full-time
- High school diploma or GED
- Organizational skills
- 1 year
- Opportunities for advancement
Quick Apply
11d
Front Desk & Office Coordinator
Triumph —Mountain View, CA
- $29 - $36 an hour
- Full-time
- Background check
- Computer literacy
- Office
- Health insurance
- 401(k)
1d
Operations Assistant
Reyes Coca-Cola Bottling —San Leandro, CA
- $23 - $27 an hour
- Full-time
- High school diploma or GED
- Entry level
- Under 1 year
- Health insurance
- Dental insurance
Quick Apply
8d
General Office Assistant
Aura Technologies —San Jose, CA
- From $19.50 an hour
- Temporary
- Computer literacy
- Office
- Driver's License
- On-the-job training
- Opportunities for advancement
Quick Apply
14d
HR Assistant
Care Indeed —Campbell, CA
- $27 - $31 an hour
- Full-time
- Bilingual
- Google Workspace
- Office
Quick Apply
12d
Administrative Support Associate, Full Time - Valley Fair
Bloomingdale’s —Santa Clara, CA
- $23.67 - $41.47 an hour
- Weekends as needed
- Mid-level
- Office
- High school diploma or GED
- Paid holidays
- Disability insurance
6d
Management Assistant
City of Palo Alto —Palo Alto, CA
- $94,827.20 - $115,876.80 a year
- Online Application
- Hybrid work
- Microsoft Outlook
- Writing skills
- Research
6d
Entry Level Administrative/Clerical Support
Hunt & Henriques, LLP —San Jose, CA
- $19 an hour
- Full-time
- Background check
- Microsoft Outlook
- Computer literacy
- Health insurance
- Dental insurance
Quick Apply
Security Administrative Coordinator
Allied Universal —Menlo Park, CA
- $37 an hour
- Full-time
- Microsoft Outlook
- Military
- Mid-level
- AD&D insurance
- Paid holidays
Quick Apply
8d
Office Administrator
034Motorsport —Fremont, CA
- $22 - $24 an hour
- Microsoft Outlook
- Inventory management
- Office
Receptionist
991 Clyde Avenue Opco LLC —Santa Clara, CA
- $18.70 an hour
- Part-time
- High school diploma or GED
- 1 year
- Entry level
- Health insurance
- Dental insurance
Quick Apply
Finance & Administrative Coordinator
SOCAT INC. —San Jose, CA
- $30 - $33 an hour
- Contract
- Google Workspace
- Mid-level
- Office
Quick Apply
Practice Assistant
Freshfields —Silicon Valley, CA
- $60,000 - $80,000 a year
- Email
- Hybrid work
- Microsoft Excel
- Microsoft Outlook
- Office
Office Administrator - Sunnyvale
RSM - Russian School of Mathematics —Sunnyvale, CA
- $22 - $32 an hour
- Part-time
- Microsoft Word
- Office
- 1 year
- Health insurance
- Dental insurance
Quick Apply
Accounting & Administrative Assistant
Hans OToole —San Jose, CA
- $20 - $30 an hour
- Full-time
- Hybrid work
- Google Workspace
- Inventory management
- Office
- Paid holidays
- Health insurance
Quick Apply
2d
Administrative Assistant
Equity LifeStyle Properties —San Jose, CA
- $20 - $22 an hour
- Weekends as needed
- Microsoft Word
- Microsoft Excel
- Office
- Paid holidays
- Health insurance
Administrative Assistant
Associa —San Jose, CA
- $20 an hour
- Weekends as needed
- Microsoft Excel
- Microsoft Outlook
- Office
Quick Apply
8d
Administrative Assistant - HR & Office Support
Foxconn Industrial Internet - FII —San Jose, CA
- $22 - $25 an hour
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Office
Quick Apply
Receptionist
Wilson Sonsini Goodrich & Rosati —Palo Alto, CA
- $24.52 - $33.17 an hour
- Overtime
- Hospitality
- Microsoft Excel
- Microsoft Outlook
11d

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Administrative Operations Specialist (21239) - Hybrid

Flex Employee Services -
Stanford, CA

Quick Apply

Job Details

Contract
$35 - $42 an hour
11 days ago

Benefits

Referral program

Qualifications

Accounting systems
Google Sheets
Google Docs
Microsoft Outlook
Customer service
Handling customer inquiries
Slack
Financial software
Purchase order management
Administrative experience
Invoice payment processing
Expense reports
Internal employee customer service
Financial record maintenance
Project task coordination
Purchasing management systems (technically supported)
Office experience
University experience

Full Job Description

Please note: Only candidates who meet all listed required qualifications will be considered for this position.

Must have at least 1 year of Stanford experience
Significant experience working in Stanford systems and processes.
Strong customer service mindset and professionalism.
Excellent communication skills, responsiveness, and follow-through.
Minimum 6-12 months of direct experience using Stanford administrative and financial systems (PCARD, TCARD, reimbursements, iProcurement, and others).
Significant Stanford systems experience and the ability to navigate Stanford administrative processes with minimal guidance.
Excellent customer service orientation and commitment to supporting faculty, researchers, staff, and visitors professionally.
Exceptional written and verbal communication skills.
Proven ability to independently manage tasks from initiation through completion.
Strong organizational skills and attention to detail.
Ability to prioritize competing requests and meet deadlines.
Comfortable working in Slack, Microsoft Outlook, Google Docs, and Google Sheets.
Positive attitude, strong judgment, and willingness to take initiative.
Ability to work effectively both independently and as part of a team.
Demonstrated experience processing Stanford purchase orders, reimbursements, travel transactions, invoices, supplier setups, and expense reconciliations.
Experience supporting multiple stakeholders in a fast-paced administrative environment.

Flex Employee Services is here to support you along your journey. We are actively seeking talented individuals to fill the following opportunity. If this sounds like you (or someone you know), we’d love to connect!

About the Job

Title: Administrative Operations Specialist (21239) - Hybrid
Schedule: 8am-5pm M-F - Hybrid -(3 days per week in office at least)
Assignment Length: 6 months
Location: Gates building (353 Jane Stanford Way, Stanford CA 94503) on Stanford's main campus.
Pay Rate: $35 - $42 / hour
Earn a $500 referral bonus once your referral completes 90 billable days.

About the Role

Stanford University seeks an experienced and highly independent Administrative Operations Specialist to provide comprehensive financial, administrative, travel, procurement, and operational support to a team of researchers and staff. This position requires a candidate who is already familiar with Stanford administrative systems and processes and can quickly assume responsibility for a high volume of transactions with minimal training or supervision.The successful candidate will take end-to-end ownership of assigned tasks, ensuring all requests are completed accurately, proactively, and on time. This role is ideal for someone who is customer service-oriented, highly communicative, detail-focused, and capable of managing multiple priorities while providing exceptional support to faculty, researchers, and staff.

Key ResponsibilitiesFinancial and Procurement Operations

Create and manage purchase orders (POs) from initiation through payment completion.
Establish new suppliers/vendors within Stanford systems.
Submit invoices and monitor payment status to ensure timely processing.
Track outstanding transactions and proactively follow up to resolution.
Make authorized PCard purchases.
Submit and reconcile PCard expenses, including collection and submission of required receipts and documentation.
Coordinate and book TCard travel arrangements.
Reconcile TCard expenses and submit required supporting documentation.
Prepare and submit employee reimbursements for travel and approved business expenses.
Process reimbursements related to research team purchases and activities.
Ensure all purchases comply with Stanford policies and financial procedures.
Maintain accurate transaction records and documentation.

Administrative and Research Support

Provide general administrative support to researchers and staff.
Serve as a resource for administrative processes and transaction-related questions.
Coordinate and manage requests from multiple stakeholders.
Monitor requests through completion and communicate status updates as needed.
Maintain organized records and documentation.

Office Operations

Assist with day-to-day office operations and facilities coordination.
Provide office access support using designated master keys, as authorized.
Submit work orders for maintenance, repairs, and facilities-related needs.
Order office supplies and monitor inventory levels.
Coordinate deliveries and office-related purchases.
Ensure operational requests are completed in a timely manner.
Schedule conference rooms and meeting spaces.
Coordinate catering orders, beverages, and snacks for meetings and events.
May assist with execution of departmental events, workshops, and gatherings as needed.

Preferred Qualifications

Associate’s degree preferred but not required.
Additional administrative, financial, or operations experience within Stanford University strongly preferred.

Top Priorities for Success in this Role

Significant experience working in Stanford systems and processes.
Strong customer service mindset and professionalism.
Excellent communication skills, responsiveness, and follow-through.

Additional Information

Candidate must be able to work independently with minimal supervision.
Candidate is expected to proactively identify issues, communicate status updates, and ensure tasks are completed accurately and on time.
Reliability, accountability, and end-to-end ownership of responsibilities are essential for success in this role.

Ready to take the next step? Click "Interested" to kickstart your journey toward a rewarding career!

#IND2

Job Type: Contract

Pay: $35.00 - $42.00 per hour

Application Question(s):

Do you have at least 1 year of Stanford experience? If not, please hold off on completing the application for now. We’ll be posting another opportunity in the future for candidates who don't have the required experience.
Do you have experience processing purchase orders, reimbursements, travel transactions, invoices, supplier setups, and expense reconciliations? If not, please hold off on completing the application for now. We’ll be posting another opportunity in the future for candidates who don't have the required experience.
Do you have administrative and financial systems experience like (PCARD, TCARD, reimbursements, iProcurement, and others)? If not, please hold off on completing the application for now. We’ll be posting another opportunity in the future for candidates who don't have the required experience.

Work Location: Hybrid remote in Stanford, CA 94305

Quick Apply

Refine Your Search

entry level administrative assistant jobs in sunnyvale ca

Administrative Operations Specialist (21239) - Hybrid

Data Entry Clerk

Front Desk & Office Coordinator

Operations Assistant

General Office Assistant

HR Assistant

Administrative Support Associate, Full Time - Valley Fair

Management Assistant

Entry Level Administrative/Clerical Support

Security Administrative Coordinator

Office Administrator

Receptionist

Finance & Administrative Coordinator

Practice Assistant

Office Administrator - Sunnyvale

Accounting & Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant - HR & Office Support

Receptionist

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