Executive Support & Operations Coordinator

Come join our team and make a difference as we blaze the way into the future of medical discovery through world-class clinical research. At Summit Pinnacle Clinical Research, we are committed to driving innovation and advancing medical knowledge. Through our rigorous research studies, we strive to unlock breakthroughs that have the potential to transform patient care and improve lives. We pride ourselves on conducting high-quality research as a complement to the medical care that our volunteers receive from their routine care center. Together, we will raise awareness about the importance of clinical research and its role in shaping the future of healthcare.

Be a part of the discovery!

Summary:  The Executive Support & Operations Coordinator serves as the operational backbone for a physician and C-Suite leadership team, ensuring seamless day-to-day execution while anticipating needs before they arise. This role requires a polished professional who can manage complex schedules, high-stakes communications, and cross-functional projects with equal precision — all while handling sensitive information with the utmost discretion. The ideal candidate brings executive presence, sound judgment, and a proactive mindset to an environment where no two days look the same.

Duties and Responsibilities:

• Draft, edit, and manage executive-level correspondence, communications, and other high-priority written materials with professionalism and discretion.


• Serve as a polished and dependable point of contact for internal and external stakeholders, managing communications on behalf of senior leadership, including matters that are confidential, time-sensitive, or business-critical.


• Lead and coordinate high-priority projects and special initiatives from inception through completion, ensuring deadlines, deliverables, and follow-up actions are executed effectively.


• Manage complex executive calendars, including scheduling meetings, appointments, and events while balancing competing priorities and protecting time for the most critical matters.


• Coordinate meetings and events end-to-end, including scheduling, agenda/material preparation, reminders, room logistics, catering, and follow-up support as needed.


• Arrange and manage executive travel, including itineraries, accommodations, transportation, and related logistics, while ensuring a seamless experience and timely resolution of any changes.


• Prepare executive-ready materials including reports, dashboards, presentations, and briefing documents to support leadership visibility and strategic decision-making.


• Maintain accurate and well-organized records, files, and documentation, including electronic and physical materials, to support efficient information flow and executive access.


• Respond to internal and external requests for information in a timely, proactive, and professional manner, using sound judgment to determine appropriate routing, escalation, or response.


• Process and track office-related expenditures, including corporate credit card transactions, memberships, subscriptions, and business expense reports.


• Receive, review, and coordinate incoming and outgoing mail and other administrative materials as needed.


• Support communication and coordination across departments, assisting with project follow-through and operational needs on behalf of executive leadership.


• Provide flexible, high-level support for evolving priorities, directives, and special requests from the CEO, President, and other members of senior leadership.


• Maintain strict confidentiality and exercise discretion in handling sensitive information, executive communications, and organizational matters.

• Travel between local Pinnacle locations as needed to support meetings, operations, or executive priorities. 

Education/Experience:

• Minimum of an Associate’s degree. Experience may replace education.


• 3 years in an executive support, operations, or adjacent role


• Demonstrated ability to manage competing executive priorities with initiative and discretion


• Clinical trial research is preferred but not required.

Certificates and Licenses: 

• Valid driver's license and insurance

Knowledge, Skills, and Other Abilities:

• Ability to manage multiple assignments, set priorities, and adapt to changing conditions


• Project management tools (Asana, Monday.com, or similar)


• General Data Analysis Software


• Document Creation Software


• Excellent Written and oral communication skills


• Organizational skills


• Ability to pay attention to detail


• Ability to work independently and multi-task in a fast-paced team environment


• People skills including possessing a positive, friendly, and professional demeanor


• Ability to communicate in a diplomatic and professional manner


• Strong interpersonal skills


• Advanced knowledge of Microsoft Office Suite


• Comfort with ambiguity and shifting priorities in a leadership environment


• Proactive at identifying, addressing, and solving issues in real time


• Energetic self-starter, results oriented, and the ability to work effectively in an entrepreneurial environment


• Internet Explorer, Google Chrome, Mozilla Foxfire, and web-based enterprise solutions software.

Work Environment and Physical demands:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in an office or a clinical environment.


• Weekend or after hour work may be required.


• Occasional travel may be required domestic and/or international.


• Ability to work in an upright and/or stationary position for 6-10 hours per day.


• Frequent mobility required.


• Occasional squatting, kneeling, or bending.


• Light to moderate lifting and carrying (or otherwise moves) objects including medical equipment with a maximum lift of 20-50 lbs.

Perks of working at Summit Pinnacle Clinical Research:

• 401k


• Medical, dental, vision, long-term disability, short-term disability, FSA, and life insurance


• 3 weeks of paid time off


• 14 paid company holidays


• Scrub voucher (specific positions apply)


• And more!

Summit Pinnacle Clinical Research is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, disability, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.