Operations Coordinator Bethesda, MD

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts:
  • Healthcare (FSA)
  • Parking Reimbursement Account (PRK)
  • Dependent Care Assistant Program (DCAP)
  • Transportation Reimbursement Account (TRN)

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.

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.

• 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.

• 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.

• 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.

• 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.

• Independently coordinate special projects assigned by executive leadership, which may include developing project plans and timelines, coordinating meetings and work groups, 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.

• 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,…