Executive Assistant

Job Overview
The Executive Assistant provides proactive, high-quality administrative support to the Clinical Trials Management (CTM) team and the GOG Partners G8 leadership, ensuring seamless scheduling, travel logistics, site-visit coordination, expense processing, and day-to-day operations. The role keeps leaders and project teams organized and focused on high-priority work by managing calendars, agendas, minutes, and communications, and by coordinating multi-stakeholder operations meetings across platforms.

Duties

Scheduling, Calendaring & Meeting Support

• Own complex calendar management for Executive Director, Clinical Trials Management, GOG Site Engagement Liaison, and G8 Leadership; schedule internal/external operations meetings, cross-functional check-ins, and leadership operational calls.
• Coordinate and host virtual meetings using Microsoft Teams, Zoom, (and other platforms as needed); prepare agendas and capture/distribute minutes and action items.
• Create and distribute Doodle (or similar) polls to optimize meeting times across time zones.

Site Visit & Travel Coordination (G8 & CTM Team)

• Coordinate end-to-end travel for G8 Leadership and Clinical Trials Management staff, including booking flights, hotels, and ground transportation; prepare detailed itineraries and visit packets.
• Schedule site visits with institution staff/administrative assistants and align physician/staff calendars; coordinate on-site agendas and logistics.

Expense, Reconciliation & Reporting

• Process expense reports accurately and on time; gather receipts and maintain line-item detail for corporate card reconciliation in accordance with policy.

Communication & Administrative Operations

• Draft clear, concise correspondence, agendas, and meeting summaries; support proposal formatting and distribution as needed.
• Maintain organized electronic files, trackers, and shared resources to ensure easy access to high-priority information.
• Provide additional administrative support to the Clinical Trials Management team and G8 Leadership as assigned.
• Travel may be required (minimal).

Requirements

• Bachelor’s Degree preferred or equivalent relevant experience.
• 5+ years of administrative experience supporting healthcare, medical association, or life-sciences environments; experience in GYN oncology or women’s health preferred.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Demonstrated excellence in verbal and written communication, including meeting support and stakeholder interaction.
• Strong organization and time-management skills; ability to prioritize and manage multiple tasks simultaneously with attention to detail and meet deadlines.
• Proven initiative and ability to work independently in a fast-paced, high-volume, fully remote environment.

Pay: $55,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Are you able to work East Coast hours?

Work Location: Remote