Executive Operations Associate

Aston Carter•New York, NY

3d•$30 - $35•Hybrid

About The Position

Are you a highly organized, proactive professional who thrives in a fast-paced environment? We're looking for an Executive Operations Associate to serve as a trusted operational partner to our Chief Medical Officer (CMO) and support the broader Chief Medical Office. In this highly visible role, you'll be more than an executive assistant. You'll be the person who keeps priorities moving, meetings running smoothly, projects on track, and leadership focused on what matters most. This is an exciting opportunity to gain exposure to executive leadership, clinical development, regulatory affairs, medical affairs, and the inner workings of a growing biotechnology organization. If you're someone who anticipates needs, solves problems before they arise, and enjoys being at the center of coordination and execution, we'd love to hear from you.

Requirements

2+ years of experience in an Executive Assistant, Executive Coordinator, Operations Coordinator, Project Coordinator, or similar role.
Experience supporting senior leaders, executives, or management teams.
Strong calendar management, meeting planning, and travel coordination experience.
Exceptional organizational skills with a proven ability to manage multiple priorities simultaneously.
Strong written and verbal communication skills.
Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Excel, and Word.
Ability to work with highly sensitive and confidential information.

Nice To Haves

Experience supporting leaders within biotechnology, pharmaceutical, healthcare, or life sciences organizations.
Experience with SharePoint, Smartsheet, or other project management and collaboration tools.
Bachelor's degree preferred.

Responsibilities

Manage a complex and constantly evolving calendar for the Chief Medical Officer.
Strategically prioritize meetings and commitments to maximize executive effectiveness.
Coordinate domestic and international travel arrangements, detailed itineraries, and expense tracking.
Handle highly confidential information with professionalism, sound judgment, and discretion.
Organize leadership meetings, cross-functional discussions, and team events.
Prepare agendas, distribute materials, capture meeting notes, and track action items.
Monitor key initiatives, deadlines, and deliverables to ensure follow-through across teams.
Develop executive summaries, presentations, and leadership updates.
Coordinate logistics for conferences, advisory boards, investigator meetings, and special events.
Maintain project trackers, documentation, and shared resources using tools such as Microsoft Teams and SharePoint.
Support vendor coordination, contract routing, invoice tracking, and other operational activities.
Identify and implement process improvements that drive efficiency, communication, and execution across the organization.