Executive Operations Associate

About the role

The Executive Operations Associate will serve as an Executive Assistant‑style operational partner to the Chief Medical Officer while supporting coordination across the broader Chief Medical Office. This role combines executive scheduling, meeting administration, travel and event logistics, project tracking, information management, and stakeholder coordination. It is a Contract‑to‑Hire position based in New York, NY with a hybrid work schedule (3 days onsite, 2 days remote). The anticipated application deadline is October 6, 2026.

Responsibilities

• Manage complex calendar scheduling and meeting coordination for the Chief Medical Officer.
• Proactively prioritize meetings, monitor conflicts, and ensure leadership time is allocated effectively.
• Coordinate domestic and international travel, prepare detailed itineraries, and support expense tracking.
• Handle confidential information with professionalism and discretion.
• Organize leadership meetings, team meetings, and cross‑functional discussions.
• Prepare agendas, distribute materials, capture meeting notes, and maintain action‑item trackers.
• Monitor deadlines, deliverables, and key initiatives to ensure follow‑through across teams.
• Prepare concise executive summaries, updates, and presentations for leadership.
• Coordinate logistics for conferences, advisory boards, investigator meetings, and team events.
• Maintain shared resources, documentation, trackers, and project plans using SharePoint, Teams, and similar collaboration tools.
• Support vendor coordination, contract routing, invoice tracking, and other operational activities.
• Identify process improvements that enhance efficiency, communication, and execution across the organization.

Skills

• 2+ years of Executive Assistant, Executive Coordinator, Operations Coordinator, Project Coordinator, or similar experience.
• Experience supporting leaders or management teams.
• Strong calendar management, meeting coordination, and travel planning experience.
• Excellent organizational, communication, and follow‑up skills.
• Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Excel, and Word.
• Ability to manage sensitive and confidential information.
• Experience supporting executives within biotechnology, pharmaceutical, healthcare, or life sciences organizations.
• Experience with SharePoint, Smartsheet, or project tracking tools.

Qualifications

• Bachelor’s degree preferred.

Pay

The pay range for this position is $30.00 – $35.00 per hour.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Schedule

Hybrid work environment with a 3/2 schedule (three days onsite, two days remote).