Administrative Associate

VIVA USA Inc; Palo Alto (CA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

VIVA USA Inc. seeks an Administrative Associate 3 to support world‑renowned cardiologists and the CVMed team. This hybrid role involves triage calls, email inquiries, and coordinating calendars, conferences, and travel within sponsor policies.

You will work with physicians, researchers, and administrative staff to drive patient care and research initiatives. The position offers opportunities for professional development in cardiovascular medicine, with exposure to high‑level experts and

Qualifications

• Experience supporting clinical or research teams preferred.
• Strong organizational and communication skills.
• Ability to handle multiple tasks with attention to detail.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative issues.
• Schedule and coordinate complex conferences, events, and travel within policies.
• Draft and edit documents, correspondence, reports, and presentations; manage content across materials and websites.
• Prepare complex reports and spreadsheets using specialized software.
• Process routine financial transactions and assist with budget statements and procurement.

Job description

This position is a hybrid role.

The clientis seeking an experienced Administrative Professional to join our dynamic team as an Administrative Associate 3. Within this role you will play a key part in supporting world-renowned cardiologists, daily operations of our client, and contribute to the success of our research and patient care initiatives.

In this role, you will have opportunities to collaborate and work with diverse cardiovascular medicine professionals, including physicians, researchers, and administrative staff, who have a strong sense of teamwork and innovation.

This role will support 4-5 CVMed clinical and research faculty, the Section Chief of Preventive Cardiology, and the CVMed Management Team. Other administrative duties will include triage phone calls for physicians on a limited basis and direct calls to appropriate support staff. Respond to phone and email inquiries of the research team and staff. This position offers exceptional career growth opportunities, allowing you to strengthen your Administrative skills and knowledge in cardiovascular medicine.

You can take on additional responsibilities and participate in professional development programs to enhance your career. Our team members experience a unique blend of administrative support, project management, and collaboration with leading experts in Cardiovascular Medicine.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact-checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendars (s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit,client, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

Notes:

• Hybrid
• 6:30am-3:00am
• Fixed working hours are either 8:00 AM – 4:30 PM or 8:00 AM – 5:00 PM (hours are not flexible).

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status