Administrative Associate III

About the job:

The Administrative Associate III provides high-level administrative and project support to clinical and research leadership while helping keep daily operations running smoothly in a fast-paced cardiovascular medicine environment.

We’re looking for someone who:

• Has at least 4 years of administrative experience supporting leaders or complex teams
• Excels at organization, prioritization, and managing competing deadlines
• Demonstrates exceptional attention to detail and accuracy
• Can work independently while collaborating effectively with a team
• Has strong written and verbal communication skills
• Is skilled at project coordination from start to finish
• Is proficient in Microsoft Office, including creating reports and spreadsheets
• Can manage calendars, coordinate meetings, and arrange travel
• Has experience handling confidential information with professionalism
• Takes initiative, solves problems proactively, and adapts well in a fast-paced environment
• Has experience coordinating events, conferences, or seminars (preferred)
• Has experience with financial tracking, budget reconciliation, or administrative reporting (preferred)
• Has experience maintaining websites, social media, or digital content (preferred)

What you’ll do:

• Provide administrative support to multiple clinical and research faculty members, section leadership, and the management team
• Manage complex calendars, scheduling conflicts, meetings, and travel arrangements
• Coordinate conferences, seminars, meetings, and special events from planning through execution
• Draft, edit, proofread, and fact-check correspondence, presentations, reports, and other documents
• Respond to phone calls and email inquiries while directing requests to the appropriate staff
• Create and maintain reports, spreadsheets, and other administrative records
• Process financial transactions, reconcile budgets, and research discrepancies
• Assist with vendor coordination, office maintenance, and workspace projects
• Update and maintain department documents, websites, brochures, and other communication materials
• Act on behalf of leadership to establish priorities and resolve administrative issues
• Collaborate with physicians, researchers, and administrative staff to support departmental goals
• Provide general administrative support and assist with additional projects as needed

Why you’ll love working here:

• Weekly pay
• Paid sick leave
• Health, vision, dental, pet insurance, and more