Administrative Associate lll

The Planet Group; Palo Alto (CA); On-site; USD 48,000 - 55,000; Full time

Job summary

Planet Group is seeking an experienced Administrative Associate in Palo Alto, CA to support cardiology-related operations and clinical research teams. This role includes calendar management, travel arrangements, and coordinating complex events while handling confidential information with discretion.

The position offers the opportunity to contribute to patient care initiatives and collaborate with physicians, researchers, and administrative staff in a fast-paced environment.

Qualifications

• 4+ years of relevant work experience.
• Exceptional organizational skills and attention to detail.
• Ability to multitask, prioritize, and work both independently and in a team.

Responsibilities

• Act on behalf of supervisor or chair to set priorities and resolve administrative issues.
• Coordinate scheduling and organize conferences, seminars, and events within budget.
• Draft documents and correspondence for presentations and reports; edit and fact-check materials.
• Plan calendars and arrange travel in line with policies; resolve scheduling conflicts.
• Create complex reports and spreadsheets using specialized software; monitor budgets.

Skills

Administrative experience

Organizational skills

Calendar management

Communication skills

Education

High School Diploma or GED

Job description

Job Title:Administrative Associate
Location: Palo Alto, CA
Duration:6months
Shift Timings:Currentlyworking hrs 6:30am-3:00am. However, the hours will change fromSept 14th to8:00am - 4:30pm (30 min lunch) or 8:00am - 5:00pm (hour lunch)
Pay Rate:$35/hr - $40/hr(DOE)

Job Description:

The Planet Group isseekinganexperienced Administrative Professional to join our dynamic team as an Administrative Associate. 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.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regard 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.

Requirements:

• Minimal 4year of experience in relevant work experience,
• Minimum Education Level: High School Graduate/GED
• 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.