Executive Operations Associate

Aston Carter; New York (NY); Hybrid; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Disability

HSA

Transportation benefits

Employee Assistance Program

PTO / Vacation

Job summary

Aston Carter is seeking an Executive Operations Associate to support the Chief Medical Officer and the broader Chief Medical Office. You will juggle calendars, travel, meetings, and project coordination with discretion in a fast-paced biotech setting.

This hybrid role offers exposure to executive leadership, clinical development, regulatory affairs, and a growing organization. Expect a 3-day onsite / 2-day remote schedule in New York, NY.

Qualifications

• 2+ years in an Executive Assistant / Operations Coordinator / similar role.
• Experience supporting senior leaders and managing calendars and travel.
• Strong organizational skills and ability to handle confidential information.

Responsibilities

• Manage a complex calendar for the Chief Medical Officer and prioritize meetings.
• Coordinate domestic and international travel, itineraries, and expenses.
• Prepare agendas, capture notes, and track action items for leadership meetings.
• Develop executive summaries and leadership updates; monitor key initiatives.

Skills

Calendar management

Travel coordination

Communication

Discretion

Organization

Meeting planning

Problem solving

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Teams

PowerPoint

Excel

Word

SharePoint

Job description

Hiring a Executive Operations Associate!

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.

What You'll Do

Executive & Leadership Support

• 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.

Meeting & Project Coordination

• 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.

Operational Excellence

• 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.

What We're Looking For

Required Qualifications

• 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.

Preferred Qualifications

• 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.

Why Join Us?

This hybrid role offers a unique opportunity to work side-by-side with executive leadership while gaining exposure to a wide range of functions across a clinical-stage biotechnology organization.

With a 3-day onsite / 2-day remote hybrid schedule, you'll enjoy both flexibility and meaningful collaboration while building valuable experience in executive operations, project coordination, and healthcare leadership.

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 Sep 30, 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 [e-mail] 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.