E-3 Visa Administrative Assistant Jobs
Administrative Assistant roles in the U.S. qualify for E-3 visa sponsorship when the position requires a bachelor's degree in a relevant field such as business administration or communications. The E-3 has no lottery and no annual cap, making it far more predictable than the H-1B visa for Australian professionals entering support and operations roles.
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Get Access To All JobsThis position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.
Work Arrangement: Hybrid work schedule (at least 3 days per week on-site). May require working flexible hours, including occasional nights and weekends.
Budgeted Salary: The budgeted base salary range for this position is $115,000 to $128,000 per annum.
The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description:
The Stanford Institute for Research in the Social Sciences (IRiSS) facilitates cutting-edge interdisciplinary collaborations, helps to train the next generation of social science scholars, and incubates medium- to long-term research initiatives addressing critical social challenges. We support social science research at Stanford by expanding access to untapped sources of and powerful computing tools and promoting innovation in both quantitative and qualitative research methods. In this dynamics and exciting time for the social sciences, IRiSS helps Stanford faculty and graduate students produce groundbreaking findings that continue to advance the frontiers of our knowledge of the social world.
Brief Position Summary
IRiSS seeks an Administrative Director to join our team and oversee all administrative activities at the Institute, including finance, research administration, human resources, events, and facilities. In addition to supervising these functions for the Institute, the Administrative Director plays a critical role in overseeing the administrative functions of the Institute’s research centers, including the Center on Poverty and Inequality, the Immigration Policy Lab, the Center for Affective Science, the Stanford Institute for Excellence in Survey Research, the Center for Global Ethnography, and the Center for American Democracy. Financial responsibilities include independently performing and managing moderately complex financial functions related to budgeting and forecasting, and providing training and guidance as needed. This may require specific knowledge and skills in the broad application of internal financial systems and policies as well as an understanding of external regulations. The Administrative Director will directly supervise two or more staff within IRiSS, and provide guidance and mentoring as needed to administrative staff in IRiSS research centers.
The Administrative Director will work under general supervision of the Executive Director. Our ideal Administrative Director will be capable of seeing the big picture without losing sight of details and will have a track record of communicating effectively with a range of different audiences. The Administrative Director will demonstrate a commitment to continuously improving our internal systems and processes while contributing to a team-based and service-oriented culture at the Institute. A strong on-site presence is essential to foster community, visibility, and direct engagement with faculty, students, post-baccalaureate researchers, and other stakeholders in IRiSS. Finally, the ideal Administrative Director will be motivated to learn new and unfamiliar business topics, policies, and procedures on an ongoing basis to ensure that IRiSS is a good citizen of the School and University, and an excellent partner to our affiliates and fellow units across campus.
This is a 100% FTE, continuing position. For consideration, please include a resume and cover letter.
PREFERRED QUALIFICATIONS
Additional highly preferred qualifications for this position include:
- Demonstrated proficiency with Stanford systems, including Oracle Business Intelligence and GFS.
- Experience managing the entire HR life cycle for employees, from recruiting and hiring to termination and offboarding.
- Experience organizing and hosting typical academic events like conferences, workshops, panel discussions, etc.
- Familiarity with basic communications tools like Drupal or Wordpress-based websites, MailChimp and other kinds of mailing lists, Qualtrics, PowerPoint or Google Slides, Canva or InDesign, major social media platforms, basic audio/video editing.
- Familiarity with the policies and procedures associated with research administration at Stanford.
- Proficiency with cloud-based collaboration, especially using Google Workspace products, running hybrid meetings via Zoom, etc.
- Familiarity with one or more social science disciplines.
CORE DUTIES:
- Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
- Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
- Analyze and interpret policies; develop, revise and implement procedures for program or function.
- Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
- Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
- May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
- May direct staff to perform various tasks and assignments. May also supervise staff.
MINIMUM EDUCATION AND EXPERIENCE
Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES:
- Demonstrated ability to prioritize own work and multi-task.
- Demonstrated excellent organizational skills.
- Demonstrated ability to take initiative and ownership of projects.
- Ability to communicate effectively both orally and in writing.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated experience working independently and as part of a team.
- Relevant subject matter knowledge.
- Ability to direct the work of others, for jobs requiring supervision.
This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.
Work Arrangement: Hybrid work schedule (at least 3 days per week on-site). May require working flexible hours, including occasional nights and weekends.
Budgeted Salary: The budgeted base salary range for this position is $115,000 to $128,000 per annum.
The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description:
The Stanford Institute for Research in the Social Sciences (IRiSS) facilitates cutting-edge interdisciplinary collaborations, helps to train the next generation of social science scholars, and incubates medium- to long-term research initiatives addressing critical social challenges. We support social science research at Stanford by expanding access to untapped sources of and powerful computing tools and promoting innovation in both quantitative and qualitative research methods. In this dynamics and exciting time for the social sciences, IRiSS helps Stanford faculty and graduate students produce groundbreaking findings that continue to advance the frontiers of our knowledge of the social world.
Brief Position Summary
IRiSS seeks an Administrative Director to join our team and oversee all administrative activities at the Institute, including finance, research administration, human resources, events, and facilities. In addition to supervising these functions for the Institute, the Administrative Director plays a critical role in overseeing the administrative functions of the Institute’s research centers, including the Center on Poverty and Inequality, the Immigration Policy Lab, the Center for Affective Science, the Stanford Institute for Excellence in Survey Research, the Center for Global Ethnography, and the Center for American Democracy. Financial responsibilities include independently performing and managing moderately complex financial functions related to budgeting and forecasting, and providing training and guidance as needed. This may require specific knowledge and skills in the broad application of internal financial systems and policies as well as an understanding of external regulations. The Administrative Director will directly supervise two or more staff within IRiSS, and provide guidance and mentoring as needed to administrative staff in IRiSS research centers.
The Administrative Director will work under general supervision of the Executive Director. Our ideal Administrative Director will be capable of seeing the big picture without losing sight of details and will have a track record of communicating effectively with a range of different audiences. The Administrative Director will demonstrate a commitment to continuously improving our internal systems and processes while contributing to a team-based and service-oriented culture at the Institute. A strong on-site presence is essential to foster community, visibility, and direct engagement with faculty, students, post-baccalaureate researchers, and other stakeholders in IRiSS. Finally, the ideal Administrative Director will be motivated to learn new and unfamiliar business topics, policies, and procedures on an ongoing basis to ensure that IRiSS is a good citizen of the School and University, and an excellent partner to our affiliates and fellow units across campus.
This is a 100% FTE, continuing position. For consideration, please include a resume and cover letter.
PREFERRED QUALIFICATIONS
Additional highly preferred qualifications for this position include:
- Demonstrated proficiency with Stanford systems, including Oracle Business Intelligence and GFS.
- Experience managing the entire HR life cycle for employees, from recruiting and hiring to termination and offboarding.
- Experience organizing and hosting typical academic events like conferences, workshops, panel discussions, etc.
- Familiarity with basic communications tools like Drupal or Wordpress-based websites, MailChimp and other kinds of mailing lists, Qualtrics, PowerPoint or Google Slides, Canva or InDesign, major social media platforms, basic audio/video editing.
- Familiarity with the policies and procedures associated with research administration at Stanford.
- Proficiency with cloud-based collaboration, especially using Google Workspace products, running hybrid meetings via Zoom, etc.
- Familiarity with one or more social science disciplines.
CORE DUTIES:
- Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
- Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
- Analyze and interpret policies; develop, revise and implement procedures for program or function.
- Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
- Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
- May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
- May direct staff to perform various tasks and assignments. May also supervise staff.
MINIMUM EDUCATION AND EXPERIENCE
Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES:
- Demonstrated ability to prioritize own work and multi-task.
- Demonstrated excellent organizational skills.
- Demonstrated ability to take initiative and ownership of projects.
- Ability to communicate effectively both orally and in writing.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated experience working independently and as part of a team.
- Relevant subject matter knowledge.
- Ability to direct the work of others, for jobs requiring supervision.
See all 122+ E-3 Visa Administrative Assistant Jobs
Sign up for free to unlock all listings, filter by visa type, and get alerts for new E-3 Visa Administrative Assistant Jobs.
Get Access To All JobsTips for Finding E-3 Visa Sponsorship as an Administrative Assistant
Frame your Australian degree for U.S. employers
A three-year Australian bachelor's degree is generally accepted as equivalent to a U.S. four-year degree for E-3 visa purposes. Include your degree field on your resume and be ready to explain the equivalency if a hiring manager questions it.
Target employers with dedicated HR or legal teams
Mid-to-large companies with in-house HR departments are far more likely to have handled LCA filings before. Filter your search toward organizations with 200-plus employees where administrative hiring is a recurring, structured process.
Clarify the specialty occupation requirement early
Not every administrative assistant role qualifies as a specialty occupation under E-3 rules. Prioritize job postings that explicitly require a bachelor's degree in a specific field, not listings where a degree is preferred or any major is acceptable.
Use Migrate Mate to search verified sponsorship roles
Use Migrate Mate to find Administrative Assistant positions from employers with confirmed E-3 sponsorship history. Migrate Mate's E-3 filing service manages the entire process from offer to consulate appointment, so you're not navigating LCA filings alone.
Get your LCA filed before giving notice in Australia
The DOL certifies LCAs quickly, often within seven business days, but your E-3 stamp can take several weeks after that. Don't resign from your current role or book flights until your visa is approved and in your passport.
Address nonimmigrant intent directly at your consulate appointment
Consular officers assess whether you intend to return to Australia after your E-3 period. Bring evidence of ties to Australia such as property, family, or superannuation, alongside your job offer and LCA, to address this at your interview.
E-3 Visa Administrative Assistant: Frequently Asked Questions
How do I find Administrative Assistant jobs with E-3 visa sponsorship?
Migrate Mate is the recommended starting point. It filters Administrative Assistant roles by employers who have sponsored E-3 visas before, so you're not cold-applying to companies that have never handled the process. From there, you can connect directly with hiring contacts who already understand the LCA and consulate requirements.
How much does it cost to get an E-3 visa?
Migrate Mate's E-3 filing service covers the entire process for $499, including the Labor Condition Application, visa document preparation, and consulate appointment guidance. Traditional immigration lawyers charge $2,000–$5,000+ for the same work. The E-3 has less paperwork than most work visas, so paying thousands for legal help is usually unnecessary.
Does an Administrative Assistant role qualify as a specialty occupation for the E-3?
It depends on how the role is defined. The E-3 requires the position to normally require a bachelor's degree in a specific field. A general office admin role where any background is acceptable won't qualify. Roles framed around business administration, project coordination, or executive support with a required degree in a relevant discipline have a stronger case.
How does the E-3 compare to the H-1B for Administrative Assistant roles?
The E-3 has two major advantages for Australians in this field: no lottery and no annual cap. H-1B applications for administrative roles face the same random selection process as any other role, with no guarantee of selection. E-3 applications go straight to the DOL for LCA certification and then to a consulate, skipping the lottery entirely.
Can I change employers after I start working on an E-3 as an Administrative Assistant?
Yes, but the process restarts with each new employer. Your new employer must file a fresh LCA with the DOL certifying the prevailing wage for the role, and you'll need a new E-3 visa stamp reflecting the new position. You can't simply transfer your existing E-3 to a different company the way an H-1B portability rule allows.