Executive Support & Operations Coordinator

Pinnacle Clinical Research•San Antonio, TX

About The Position

Come join our team and make a difference as we blaze the way into the future of medical discovery through world-class clinical research. At Summit Pinnacle Clinical Research, we are committed to driving innovation and advancing medical knowledge. Through our rigorous research studies, we strive to unlock breakthroughs that have the potential to transform patient care and improve lives. We pride ourselves on conducting high-quality research as a complement to the medical care that our volunteers receive from their routine care center. Together, we will raise awareness about the importance of clinical research and its role in shaping the future of healthcare. Be a part of the discovery! Summary: The Executive Support & Operations Coordinator serves as the operational backbone for a physician and C-Suite leadership team, ensuring seamless day-to-day execution while anticipating needs before they arise. This role requires a polished professional who can manage complex schedules, high-stakes communications, and cross-functional projects with equal precision — all while handling sensitive information with the utmost discretion. The ideal candidate brings executive presence, sound judgment, and a proactive mindset to an environment where no two days look the same.

Requirements

Minimum of an Associate’s degree. Experience may replace education.
3+ years in an executive support, operations, or adjacent role
Demonstrated ability to manage competing executive priorities with initiative and discretion
Valid driver's license and insurance
Ability to manage multiple assignments, set priorities, and adapt to changing conditions
Project management tools (Asana, Monday.com, or similar)
General Data Analysis Software
Document Creation Software
Excellent Written and oral communication skills
Organizational skills
Ability to pay attention to detail
Ability to work independently and multi-task in a fast-paced team environment
People skills including possessing a positive, friendly, and professional demeanor
Ability to communicate in a diplomatic and professional manner
Strong interpersonal skills
Advanced knowledge of Microsoft Office Suite
Comfort with ambiguity and shifting priorities in a leadership environment
Proactive at identifying, addressing, and solving issues in real time
Energetic self-starter, results oriented, and the ability to work effectively in an entrepreneurial environment
Internet Explorer, Google Chrome, Mozilla Foxfire, and web-based enterprise solutions software.

Nice To Haves

Clinical trial research is preferred but not required.

Responsibilities

Draft, edit, and manage executive-level correspondence, communications, and other high-priority written materials with professionalism and discretion.
Serve as a polished and dependable point of contact for internal and external stakeholders, managing communications on behalf of senior leadership, including matters that are confidential, time-sensitive, or business-critical.
Lead and coordinate high-priority projects and special initiatives from inception through completion, ensuring deadlines, deliverables, and follow-up actions are executed effectively.
Manage complex executive calendars, including scheduling meetings, appointments, and events while balancing competing priorities and protecting time for the most critical matters.
Coordinate meetings and events end-to-end, including scheduling, agenda/material preparation, reminders, room logistics, catering, and follow-up support as needed.
Arrange and manage executive travel, including itineraries, accommodations, transportation, and related logistics, while ensuring a seamless experience and timely resolution of any changes.
Prepare executive-ready materials including reports, dashboards, presentations, and briefing documents to support leadership visibility and strategic decision-making.
Maintain accurate and well-organized records, files, and documentation, including electronic and physical materials, to support efficient information flow and executive access.
Respond to internal and external requests for information in a timely, proactive, and professional manner, using sound judgment to determine appropriate routing, escalation, or response.
Process and track office-related expenditures, including corporate credit card transactions, memberships, subscriptions, and business expense reports.
Receive, review, and coordinate incoming and outgoing mail and other administrative materials as needed.
Support communication and coordination across departments, assisting with project follow-through and operational needs on behalf of executive leadership.
Provide flexible, high-level support for evolving priorities, directives, and special requests from the CEO, President, and other members of senior leadership.
Maintain strict confidentiality and exercise discretion in handling sensitive information, executive communications, and organizational matters.
Travel between local Pinnacle locations as needed to support meetings, operations, or executive priorities.

Benefits

401k
Medical, dental, vision, long-term disability, short-term disability, FSA, and life insurance
3 weeks of paid time off
14 paid company holidays
Scrub voucher (specific positions apply)
And more!

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