Operations Coordinator

Axle Labs; Bethesda (MD); Hybrid; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental & Vision Coverage for

Paid Time Off and Paid Holidays

401K match up to 5%

Educational Benefits for Career Growth

Employee Referral Bonus

Flexible Spending Accounts (FSA)

Parking Reimbursement Account

DependentCare Assistant Program (DCAP)

TransportationReimbursement Account (T

Job summary

Axle is a bioscience and information technology company seeking an Operations Coordinator to support NIH leadership in Bethesda, MD. The role focuses on comprehensive administrative and operational tasks, calendar management, and cross-functional liaison.

Responsibilities include coordinating meetings, preparing materials, handling communications, and driving process improvements to enhance efficiency. The position involves travel coordination and safeguarding confidential information.

Qualifications

• Bachelor's degree preferred or equivalent experience.
• Five years of experience supporting senior executives or leadership.
• Experience coordinating executive calendars with multiple stakeholders.
• Experience preparing executive correspondence, meeting summaries, and briefing materials.

Responsibilities

• Manage complex executive calendars and scheduling based on priorities.
• Coordinate internal and external meetings involving senior leadership and stakeholders.
• Prepare agendas, briefing materials, attendee lists, and summaries.
• Attend meetings to record minutes and track action items.
• Coordinate travel logistics and on-site coordination as needed.
• Develop and maintain SOPs, templates, and guidance documents.

Skills

Executive calendar management

Executive communications

Meeting planning

Meeting minutes

Organizational planning

Project coordination

Process improvement

Relationship management

Travel coordination

Records management

Analytical skills

Education

Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or related field

Four years of executive administrative support experience (or substitution for degree)

Tools

Microsoft Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Adobe Acrobat

Job description

Axle is a bioscience andinformation technology company that offers advancements intranslational research, biomedical informatics, and datascience applications to research centers and healthcareorganizations nationally and abroad. With experts inbiomedical science, software engineering, and programmanagement, we focus on developing and applying researchtools and techniques to empower decision-making andaccelerate research discoveries. We work with some of thetop research organizations and facilities in the countryincluding multiple institutes at the National Institutes ofHealth (NIH).

Axleis seeking aOperations Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the NIH in Bethesda, MD

Benefits We Offer:

• 100%Medical, Dental & Vision Coverage for Employees
• Paid Time Off and Paid Holidays
• 401K match up to 5%
• EducationalBenefits for Career Growth
• Employee Referral Bonus
• FlexibleSpending Accounts:
  • Healthcare (FSA)
  • ParkingReimbursement Account (PRK)
  • DependentCare Assistant Program (DCAP)
  • TransportationReimbursement Account (TRN)

Position Summary

The Executive Operations Coordinator provides comprehensive administrative and operational support to senior executive leadership. This role manages complex calendars, facilitates clear and timely communications, coordinates meetings and logistics, supports special projects, and drives process improvements that enhance overall organizational efficiency.

Scope of Work

The Coordinator independently furnishes the administrative expertise, coordination, and follow-through needed to support one or more executive principals. Core areas of responsibility include:

• Managing complex executive calendars, including scheduling, rescheduling, and prioritizing meetings as organizational priorities shift.
• Facilitating executive communications and correspondence on behalf of leadership.
• Coordinating meeting logistics, from initial request through completion, and preparing supporting materials.
• Independently managing special projects assigned by executive leadership.
• Identifying and implementing process improvements to enhance operational efficiency.
• Providing travel coordination support as needed.
• Serving as the primary administrative point of contact, ensuring all activities comply with applicable standards and guidelines.

Key Responsibilities

Executive Calendar Management

• Manage complex executive calendars for one or more principals, including scheduling, rescheduling, and prioritizing meetings based on changing organizational priorities.
• Coordinate internal and external meetings involving senior leadership, partner organizations, and other stakeholders.
• Evaluate scheduling conflicts and independently recommend solutions to maximize executive efficiency.
• Prepare daily and weekly calendar briefings, ensuring principals are informed of schedule changes and logistical requirements.
• Coordinate conference rooms, virtual meeting platforms, and hybrid meeting logistics.

Executive Communications:

• Draft, edit, and transmit correspondence on behalf of principals, including meeting requests, information requests, and follow-up communications.
• Monitor incoming requests requiring executive attention, route inquiries to appropriate staff, and track responses to ensure timely follow-up.
• Develop standardized communication templates to improve consistency and efficiency.

Meeting Coordination and Executive Operations

• Develop and maintain standardized meeting intake processes, templates, and tracking systems.
• Coordinate meeting logistics from initial request through completion.
• Prepare meeting agendas, briefing materials, attendee lists, biographies, and supporting documentation.
• Attend meetings as requested to record minutes, summarize discussions, capture action items, and monitor follow-up activities.
• Prepare meeting summaries and distribute action items to participants.

Executive Accompaniment and On-Site Coordination

• Accompany principals to meetings as requested to provide logistical coordination, ensure schedule adherence, and facilitate transitions between meetings.
• Coordinate last-minute schedule adjustments while principals are engaged in meetings.
• Serve as liaison between executive leadership and meeting organizers regarding timing, logistics, and required materials.

Operational Coordination and Special Projects:

• Independently coordinate special projects assigned by executive leadership, which may include developing project plans and timelines, coordinating meetings and workgroups, and preparing agendas and briefing materials.
• Prepare presentations, spreadsheets, reports, dashboards, and tracking documents.
• Conduct research and compile information from multiple sources.
• Monitor project milestones and follow up on outstanding actions.
• Maintain project documentation and provide status updates to executive leadership.

Process Improvement and Organizational Effectiveness

• Proactively identify opportunities to improve administrative and operational processes.
• Develop and maintain Standard Operating Procedures (SOPs), workflows, templates, and guidance documents that improve organizational efficiency.
• Recommend improvements to scheduling practices, communications, information management, and meeting coordination.
• Develop tracking systems for recurring organizational activities and executive priorities.

Relationship Management and Organizational Coordination

• Develop and maintain collaborative working relationships across the organization and with external partners to facilitate efficient coordination of executive activities.
• Serve as a primary administrative point of contact for executive scheduling and operational coordination.
• Coordinate with other leadership offices to resolve scheduling conflicts and facilitate executive engagements.

Travel Coordination:

• Coordinate executive travel as required, including preparation of itineraries, travel summaries, agendas, and supporting documentation.
• Coordinate travel logistics with appropriate administrative offices.

Administrative Support:

• Maintain administrative files, electronic records, correspondence, and tracking systems.
• Develop spreadsheets to analyze operational data.
• Create and maintain presentations, reports, briefing books, and other presentation materials.
• Coordinate printing, scanning, electronic document management, and records retention activities.
• Maintain administrative databases and tracking systems.
• Perform other administrative and operational duties consistent with executive support services.

Qualifications

Education & Certifications

• Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred.
• Four (4) years of progressively responsible executive administrative support experience may substitute for a bachelor's degree.

Experience

• Minimum of five (5) years supporting senior executives or executive leadership in a complex organizational environment.
• Demonstrated experience managing multiple competing priorities with minimal supervision.
• Experience coordinating executive calendars involving numerous internal and external stakeholders.
• Experience preparing executive correspondence, meeting summaries, and briefing materials.
• Experience developing presentations, spreadsheets, reports, and tracking systems.
• Experience handling confidential and sensitive information while exercising sound judgment and discretion.Experience improving business processes and developing administrative procedures.

Skills

• Executive calendar management
• Executive communications and correspondence
• Meeting planning, coordination, and facilitation
• Meeting minutes and executive summaries
• Organizational planning and prioritization
• Project coordination
• Process improvement and SOP development
• Relationship management and customer service
• Executive briefing preparation
• Analytical and problem-solving skills
• Travel coordination
• Records management

Software & Tools

Microsoft Outlook, Teams, Word, Excel, and PowerPoint SharePoint Adobe Acrobat Other standard administrative and productivity systems as required

Disclaimer:

Theabove description is meant to illustrate the generalnature of work and level of effort being performedby individuals assigned to this position or jobdescription. This is not restricted as a completelist of all skills, responsibilities, duties, and/orassignments required. Individuals may be required toperform duties outside of their position, jobdescription or responsibilities as needed.

The diversity ofAxle’s employees is a tremendous asset. We are firmlycommitted to providing equal opportunity in all aspects ofemployment and will not tolerate any illegal discriminationor harassment based on age, race, gender, religion, nationalorigin, disability, marital status, covered veteran status,sexual orientation, status with respect to publicassistance, and other characteristics protected under state,federal, or local law and to deter those who aid, abet, orinduce discrimination or coerce others to discriminate.

Accessibility: Ifyou need an accommodation as part of the employment processplease contact: [e-mail]

This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.

Salary Range

$60,000 - $65,000 USD