Executive Operations Manager

Opportunity Details

We're Hiring: Executive Operations Manager

Location: Malvern, PA | Hybrid Role

• Do you have strong office administration experience?
• Have you managed the routing, review and execution of contracts in collaboration with various internal departments?
• Have you provided administrative support to the C-Suite?

…if so, this may be the perfect role for you!

Join a growing leader in clinical trial FSP solutions!

KPS Life is looking for an Executive Operations Manager to manage office operations, coordinate contract workflows, maintain administrative discipline, and provide direct executive support to the CEO and Malvern-based Executive Leadership Team. This role strengthens the day-to-day operating structure of the business, improves coordination across functions, and ensures key meetings, processes, and executive activities run smoothly.

As a stand-alone Functional Service Provider (FSP) focused exclusively on clinical research, we pride ourselves on white-glove service, flexibility, and Sponsor-first thinking. If you're ready to shape proposal strategy, drive pricing innovation, and lead a high-performing team—we’d love to hear from you.

What You’ll Do:

Office Operations

• Oversee the day-to-day management of the office, ensuring a professional and efficient working environment.
• Coordinate facilities, vendor relationships, equipment, and office supply needs.
• Manage logistics for meetings, events, and internal gatherings — ensuring space, technology, and materials are always prepared.

• Track and report operational budgets (supplies, events, office expenses).

Contract Administration

• Manage the routing, review, and execution of contracts in collaboration with Operations and Legal.
• Maintain an accurate and organized digital repository of agreements.
• Track and report operational KPIs related to contract management (e.g., cycle times, renewals).

Business Administration

• Develop, document, and maintain standard operating procedures for recurring administrative and operational activities.
• Support onboarding and offboarding coordination of corporate staff (workspace setup, system access, communication).
• Coordinate internal communications related to operations and key company logistics.

Executive Support

• Provide comprehensive executive-level support to the CEO, including proactive calendar management, priority alignment, meeting preparation, travel coordination, and handling of expense and reimbursement processes with accuracy and discretion.
• Prepare materials and coordinate all logistics for executive meetings, Board interactions, and high-visibility internal and external engagements.
• Support Malvern-based Executive Leadership Team members with scheduling, coordination, and core administrative activities to ensure smooth daily operations.
• Plan, coordinate, and manage offsite meetings and leadership events — including site selection, vendor coordination, travel planning, agenda development, materials preparation, and on-site execution to ensure flawless delivery.

What You Bring:

• A bachelor’s degree is highly preferred
• 5-10 years of experience of office management, contract management and executive support.
• Strong leadership and decision-making abilities.
• Exceptional organizational, time management, and problem-solving skills.
• Excellent written and verbal communication skills, with the ability to communicate complex ideas clearly.
• Proficiency in data analysis and financial management.
• Adaptability and resilience in a fast-paced, dynamic environment.
• Knowledge of business processes, project management tools, and relevant software systems.

Why KPS Life?

We're purpose-built to deliver excellence in clinical trial sourcing through our focused FSP model. Join a growth-oriented company that values agility, precision, and partnership—with clients and with each other.