Executive Operations Associate

Aston Carter; United States; Hybrid; USD 41,000 - 48,000; Full time

Job summary

Aston Carter seeks an Executive Operations Associate to partner with the Chief Medical Officer, handling executive scheduling, meeting administration, travel and event logistics, and cross-functional coordination. Hybrid role based in New York, NY with a 3/2 schedule, contract-to-hire, offering exposure to conferences, regulatory activities, and clinical programs within a biotech setting.

Pay ranges $30–$35/hr, dependent on qualifications and location.

Qualifications

• 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.

Responsibilities

• Manage complex calendar scheduling and meeting coordination for the Chief Medical Officer.
• Prioritize meetings, monitor conflicts, and allocate leadership time effectively.
• Coordinate domestic and international travel, prepare 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 notes, and maintain action-item trackers.
• Monitor deadlines, deliverables, and key initiatives to ensure follow-through.
• Prepare concise executive summaries, updates, and presentations for leadership.
• Coordinate logistics for conferences, advisory boards, investigator meetings, and team events.
• Maintain shared resources, trackers, and project plans using SharePoint, Teams, and similar tools.
• Support vendor coordination, contract routing, invoice tracking, and other operations.
• Identify process improvements to enhance efficiency and communication across the organization.

Skills

Executive EA experience

Calendar management

Travel planning

Meeting coordination

Stakeholder coordination

Proactive prioritization

Discretion with confidential info

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Teams

PowerPoint

Excel

Word

SharePoint

Job description

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 jobclassification and length of employment. Benefits are subject to change and may besubject to specific elections, plan, or program terms. If eligible, the benefitsavailable 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.

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.