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SERB Pharmaceuticals · 1 month ago

Executive Assistant & Office Manager

Conshohocken, PA

Full-time

Onsite

Mid Level

SERB Pharmaceuticals is a fast-growing specialty pharmaceutical company that equips healthcare providers worldwide with life-saving medicines. The Executive Assistant & Office Manager provides high-level administrative and operational support to the CEO and EVP, ensuring smooth office operations while managing sensitive information and multiple priorities.

Emergency MedicineHealth CareManufacturingMedicalPharmaceutical

Responsibilities

Manage complex calendars, meetings, and travel arrangements for the CEO and CCO, ensuring alignment with business priorities and efficient use of time

Process and maintain expenses for executive leadership

Coordinate logistics for board meetings, leadership team sessions, and external stakeholder engagements

Track and prioritize key initiatives, ensuring timely follow-up and execution on deliverables

Maintain the highest level of confidentiality when handling sensitive corporate and personnel matters

Provide any other support to US executives that may be needed

Provide support for scheduling meetings, generating contracts, and creating purchase orders (POs) as needed

Serve as the designated "Power User" for Contract Logix, managing contract workflows and documentation

Oversee logistics for National Sales Meetings, ensuring smooth execution and coordination

Consult with Site Leadership to communicate building changes and messages from building management

Ensure office supplies and canteen stock levels are maintained

Serve as the primary point of contact for facility maintenance tasks

Liaise with building management to address any issues

Maintain the visitor log and oversee check-ins

Answer the main office line and check voicemail messages

Assist with mail distribution and delivery coordination

Supply badges to site new hires as well as visitors

Manage and maintain floorplan of site

Organize monthly site lunches to foster team engagement

Active member of the US Social Committee

Foster and build relationships with global office managers to create and maintain consistency across sites

Coordinate sending birthday and anniversary messages to the US team

Qualification

Calendar ManagementMicrosoft OfficeProject ManagementConfidentialityCommunication SkillsBusiness AcumenTechnology ProficiencyEmotional IntelligenceCollaborationAttention to Detail

Required

Manage complex calendars, meetings, and travel arrangements for the CEO and CCO, ensuring alignment with business priorities and efficient use of time

Process and maintain expenses for executive leadership

Coordinate logistics for board meetings, leadership team sessions, and external stakeholder engagements

Track and prioritize key initiatives, ensuring timely follow-up and execution on deliverables

Maintain the highest level of confidentiality when handling sensitive corporate and personnel matters

Provide any other support to US executives that may be needed

Provide support for scheduling meetings, generating contracts, and creating purchase orders (POs) as needed

Serve as the designated 'Power User' for Contract Logix, managing contract workflows and documentation

Oversee logistics for National Sales Meetings, ensuring smooth execution and coordination

Consult with Site Leadership to communicate building changes and messages from building management

Ensure office supplies and canteen stock levels are maintained

Serve as the primary point of contact for facility maintenance tasks

Liaise with building management to address any issues

Maintain the visitor log and oversee check-ins

Answer the main office line and check voicemail messages

Assist with mail distribution and delivery coordination

Supply badges to site new hires as well as visitors

Manage and maintain floorplan of site

Organize monthly site lunches to foster team engagement

Active member of the US Social Committee

Foster and build relationships with global office managers to create and maintain consistency across sites

Coordinate sending birthday and anniversary messages to the US team

Ability to manage complex calendars, competing priorities, and multiple executives while keeping the office running smoothly

Ensures accuracy in correspondence, scheduling, expense reports, and document management

Plans, coordinates, and tracks office or company-wide initiatives from start to finish

Skilled in Microsoft Office and communication platforms (e.g., Teams, Zoom)

Handles sensitive company and personal information with professionalism

Understands company goals and priorities to anticipate needs and make proactive decisions

Excellent verbal and written skills for clear, professional interaction with internal and external stakeholders

Works effectively across departments, often acting as the liaison between executives and staff

Maintains composure, empathy, and professionalism under pressure

Preferred

Notary Public capabilities preferred

Benefits

Vacation, Sick & Personal Time

Medical, Dental, Vision and other Voluntary benefits

Paid Parental Leave

Tuition Assistance

Discretionary Bonus Plan

Competitive 401(k), $1 for $1 up to 6% of pay. The safe harbour match is vested immediately. In addition, SERB also offers a discretionary match of up to 4% of pay which vests 20% a year for 5 years.

15 Paid Holidays with end of year shut down