Administrative Associate 3

Maxonic Inc.; Palo Alto (CA); Hybrid; USD 45,000 - 65,000; Part time

Job summary

Maxonic Inc. is assisting with a contract Administrative Associate 3 position in Stanford, CA.

The role supports the Division of Cardiovascular Medicine by providing high-level administrative backing to clinical and research faculty, managing calendars, communications, travel, and event logistics in a hybrid work setting. The successful candidate will handle complex scheduling, document preparation, budget tracking, and cross-team collaboration, contributing to research and patient care

Qualifications

• Exceptional organizational skills and ability to triage high level requests with competing deadlines.
• Attention to detail and ability to work independently and as part of a team.
• Multi-tasking and problem solving in a fast-paced environment.

Responsibilities

• Act on behalf of the supervisor or chair to establish priorities and resolve administrative problems.
• Schedule, organize, and manage conferences, seminars, and events including vendor coordination and budgeting.
• Draft documents and correspondence for presentations, grants, and reports, with editing and fact-checking.
• Plan calendars, resolve conflicts, and arrange travel in compliance with policies.
• Create complex reports and spreadsheets using specialized software.
• Oversee financial transactions, monitor budgets, and assist with purchases or vendor selections.
• Coordinate maintenance services, office moves, and minor renovations.

Skills

Organizational skills

Attention to detail

Multi-tasking

Prioritization

Job description

Maxonic maintains a close and long-term relationship with our direct client. In support of their needs, we are looking for a Administrative Associate 3

Job Description:

Job Title:

Administrative Associate 3

Job Type:

Contract

Job Location:

Stanford, CA

Work Schedule:

Hybrid

Pay Rate:

$40/hour

Description:

• The Division of Cardiovascular Medicine is 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 Division, 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.
• By joining our team, you will significantly advance healthcare and improve patient outcomes through your contributions. We are a division that cares about working together to celebrate employee success.
• This position is a hybrid role. If you are someone who thrives in an evolving fast-paced environment, enjoys learning, has a can-do attitude, proactive, organized and knows how to successfully lead projects start to finish we would like to hear from you!

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, university, 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.
• The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Top 3 requirements to hire?

• Exceptional organizational skills, Prioritize or triage high level requests with competing deadlines, take initiative, Attention to detail, can work independently and team player, Multi-tasker and Problem solver.

Location & Mobility:

• The role requires working across two buildings(each day the admin is assigned to one building), which sometimes involves walking between them and potentially the hospital.

Workspace & Schedule:

• Fixed working hours are either 8:00 AM – 4:30 PM or 8:00 AM – 5:00 PM (hours are not flexible). There is no private office; workspace consists of a shared cubicle with other admins.

Role interviewing for:

• This is a temporary position scheduled for 8 months with no guarantee for conversion. However, we recently posted a continuous position on our website – all temp admins are welcome to apply. The role will likely be filled after our winter closure (early 2027).

Onsite Training Schedule:

Future Policy: Beginning next summer, all Department of Medicine staff will transition to being onsite 3 days per week.

About Maxonic:

Since 2002 Maxonic has been at the forefront of connecting candidate strengths to client challenges. Our award winning, dedicated team of recruiting professionals are specialized by technology, are great listeners, and will seek to find a position that meets the long-term career needs of our candidates. We take pride in the over 10,000 candidates that we have placed, and the repeat business that we earn from our satisfied clients.