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Employment > Help Wanted
Posted: Wed, 02 Jul 2014 at 10:33 PDT
Last Modified: Wed, 02 Jul 2014 at 10:33 PDT
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Administrative Assistant (Palo Alto)

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American Institute of Mathematics – Palo Alto, CA

AIM is a small non-profit whose primary activities involve holding week long mathematical research conferences and small research groups.

We are looking for an Administrative Assistant/Workshop Support Assistant. The expected work hours would be from 7am to 4pm Monday – Friday. This position offers an opportunity for growth as the candidate’s skills and proficiency are assessed.

The ideal candidate must be reliable, detail-oriented, and able to work independently with little supervision, strong computer proficiency with a willingness to learn new software, excellent internet search skills, a strong work ethic and attention to detail is necessary.

Workshop Assistant duties include:

Preparing workshop participant packets, name tags, and spreadsheets

Ordering, organizing, and putting out food and refreshments

Running various errands and dropping off items at hotels and restaurants

Order office supplies for use by participants

Create and upload various reports and schedules

Update databases

Printing and Mailing of flyers and documents

Writing letters

Making reservations

Maintaining advertising calendar

Preparing Materials for ads

Administrative Assistant duties to include:

Assistant to the Deputy Director

Filing and basic clerical duties

Backup person for front desk and answering phones


Other Requirements:

Candidate must have and be willing to use their own car for running errands. Final offer of employment are contingent on national criminal background check, national sex offender registry search and, where applicable, driving record.


MINIMUM EDUCATION: High School Diploma or equivalent. College Degree preferred.

MINIMUM EXPEREINCE/KNOWLEDGE: 1+ Years of previous administrative experience

Intermediate to Advanced knowledge of Microsoft Outlook, Excel and Word


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