Executive Assistant; Senior Associate, Medicine Security Operations

Position Title: Senior Associate, Medicine Security Operations

Location: Remote/Hybrid - within commutable distance to Stamford, CT (in person ~5 times per quarter)

Reports to: SVP, Medicine Security, with dotted line reporting to Associate Director, Operations Compliance

Direct Reports: None

Assignment Type: Full time, Exempt

Hiring Range: $56,420 to $62,000 USD gross annually

Benefits: Visit our Careers page to learn about our benefits

Global Health Starts with YOU!

Americares is a global health and disaster relief organization that helps people and communities around the world access health in times of disaster and every day. Each year, Americares reaches 85 countries on average, including the United States, with life‑changing health programs, medicine, medical supplies and emergency aid. Americares is one of the world’s leading nonprofit providers of donated medicine and medical supplies.

For more information, visit americares.org.

We create global community, treating people as they want to be treated.

We respond effectively and responsibly, putting plans into practice.

We embed ethics and equity in our work and workplace.

We are better together; partnership is at our core.

We ask and listen, to create sustainable solutions for a healthier tomorrow.

We commit to quality, growing and improving to ensure individuals and communities thrive.

The Senior Associate, Medicine Security Operations provides key executive and compliance support for the Medicine Security (Med Sec) team. This position will help the division maintain their policies and procedures, oversee recall processes, and ensure required wholesale distribution licensing is valid. The position also provides high‑level administrative and operational support to the Senior Vice President and Med Sec leadership, including coordinating meetings, preparing materials, tracking operational plans and budgets, supporting expense reporting, and managing travel coordination.

Through compliance and executive support, the role strengthens communication, efficiency, and alignment across the Med Sec team.

Beyond operational and compliance support, this role plays an important part in supporting Med Sec leadership shape the culture and cohesion of the Medicine Security team. The Senior Associate will help foster connection and collaboration across Med Sec by supporting team meetings, communications, and planning processes that keep the division aligned and focused on a shared mission.

The position will be mostly remote with an expectation to work onsite in the Stamford headquarters to support audits, kitting events, and team meetings.

In the first 90 days, the Senior Associate will:

• Learn and live the Americares values
• Complete all required new hire onboarding trainings
• Provide core executive support (meeting coordination, conference mapping, tracking action items, presentation preparation, SharePoint updates)
• Build foundational knowledge of regulatory requirements and support audit documentation and SOP compliance packets
• Identify gaps and inconsistencies across SOPs, training materials, and process documentation
• Support recall monitoring, records retention processes, and licensing documentation compliance

In the first 6 months, the Senior Associate will:

• Inventory and organize Med Sec Programs and Corporate Product Donation policies, procedures, SOPs, and training materials; begin standardizing format and content
• Support audits, manage follow‑ups, and partner on process mapping aligned to regulatory requirements
• Ensure alignment across SOPs, training materials, and compliance documentation; support training tracking
• Manage recall processes, licensing renewals, document retention, and partner renewal workflows
• Help coordinate and set up Medicine Security team retreat
• Drive coordination, tracking of plans/budgets, and operational effectiveness across Med Sec leadership

In the first year, the Senior Associate will:

• Provide operational and executive support for functions including planning, budgeting, and organizational initiatives
• Coordinate cross‑functional initiatives and improve communication, efficiency, and documentation…