About this role
Job Title: Executive Operations Associate Job Description 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. 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.
Essential 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.
Additional Skills & Qualifications
- Experience supporting executives within biotechnology, pharmaceutical, healthcare, or life sciences organizations.
- Experience with SharePoint, Smartsheet, or project tracking tools.
- Bachelor's degree preferred.
Work Environment This position offers a hybrid work environment with a 3/2 schedule, providing exposure to scientific conferences, regulatory activities, clinical programs, and external stakeholder engagements. It offers broad visibility across Clinical Development, Clinical Operations, Regulatory Affairs, Patient Advocacy and Engagement, and Medical Affairs, along with the opportunity to build executive operations and project coordination experience in a clinical-stage biotechnology environment.
Job Type & Location
This is a Contract to Hire position based out of New York, NY.
Pay and Benefits
The pay range for this position is $30.00 - $35.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
• 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)
Workplace Type
This is a hybrid position in New York,NY.
Application Deadline
This position is anticipated to close on Oct 6, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.