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About the Role
Serve as a trusted operational partner to the Chief Medical Officer and support the Chief Medical Office. This role involves managing priorities, ensuring smooth meetings, keeping projects on track, and allowing leadership to focus on key objectives. Gain exposure to executive leadership, clinical development, regulatory affairs, medical affairs, and the operations of a growing biotechnology organization.
Responsibilities
- 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.
- 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.
- 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.
Requirements
- 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.
- 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.
Skills
- Microsoft Outlook
- Microsoft Teams
- Microsoft PowerPoint
- Microsoft Excel
- Microsoft Word
- SharePoint
- Smartsheet
- Project Management
- Collaboration Tools
- Calendar Management
- Meeting Planning
- Travel Coordination
- Organizational Skills
- Communication Skills
- Problem-Solving
Location
- New York, NY
Work Type
- Hybrid
- Contract to Hire
Experience Level
- 2+ years
Education Level
- Bachelor's degree preferred
Salary/Compensations
- $30.00 - $35.00/hr
Benefits
- Medical
- dental
- vision
- Critical Illness
- Accident
- Hospital
- 401(k) Retirement Plan
- Life Insurance
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
About the Company
- 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.
Equal Opportunity
- 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.
- 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.
- 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.
- 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.