Executive Assistant/Office Manager

About Ardena Ardena is a global Contract Development and Manufacturing Organization (CDMO) and Contract Research Organization (CRO) specializing in precision medicine development. Ardena supports pharmaceutical and biotechnology companies in bringing innovative, complex molecules from discovery to market. The Ardena Group operates from five sites across Europe and the United States, employing more than 750 professionals. Ardena European sites are located in Oss and Assen (the Netherlands), Ghent (Belgium), and Pamplona (Spain). Ardena US facility is based in Somerset, New Jersey. For the Ardena Business Unit based in Somerset (US), we are looking for a Executive Assistant/Office Manager. Ardena provides integrated services spanning drug substance development, drug product formulation, GMP manufacturing, bioanalytical services, clinical logistics, fill and finish, and CMC regulatory support. Job Overview Position: Executive Assistant/Office Manager Location: Somerset (US) Ardena is hiring an Executive Assistant/Office Manager to join the Somerset Operations team at our. This role supports pharmaceutical development and manufacturing activities within a GMP-regulated environment. Role Description The Executive Office Manager provides high-impact executive, administrative, and operational support for the Somerset Site and Senior Leadership Team. This role serves as a trusted partner to the General Manager, Chief People Officer, Head of Global CDMO, Human Resources, and site leadership by managing executive priorities, coordinating SLT meetings, preparing agendas and meeting minutes, tracking follow-up actions, supporting confidential communications, and ensuring deadlines and commitments are completed. This position requires exceptional discretion, sound judgment, executive presence, and an unwavering commitment to confidentiality when handling sensitive leadership, HR, employee relations, business, meeting, and organizational information. The ideal candidate is proactive, highly organized, and able to represent the executive office with professionalism while supporting site operations, employee engagement, communications, and key events. Confidentiality Requirement: This role requires regular access to highly confidential and sensitive information, including executive discussions, SLT materials, employee relations matters, HR records, business priorities, organizational changes, and site communications. Strict confidentiality, discretion, sound judgment, and appropriate information handling are essential requirements of the position and conditions of successful performance. Executive Support and Operational Leadership Provide high-level executive administrative and operational support to the General Manager, Chief People Officer, Head of Global CDMO, HR Director, and site leadership, including complex calendar management, meeting coordination, travel arrangements, expense processing, routing approvals/signatures, confidential communications, action tracking, and prioritizing competing requests with sound judgment. Attend Senior Leadership Team (SLT) meetings and other executive-level meetings as assigned; prepare agendas and materials, capture accurate meeting minutes, document decisions and action items, and ensure timely follow-up with accountable owners. Serve as a trusted liaison for leadership communications, ensuring information flows appropriately between the executive office, HR, site leaders, employees, and cross-functional partners while maintaining strict confidentiality, discretion, and professionalism. Serve as a front-line point of contact for visitors and guests; partner with Security to coordinate access, pre-registration, and visitor badge preparation. Maintain accurate records, trackers, leadership materials, SLT meeting notes, employee-related information, and sensitive business documents with strict discretion, appropriate document control, and attention to detail. Maintain confidential files, records, leadership materials, SLT meeting notes, employee-related information, and sensitive business documents with strict discretion and appropriate document control. Provide general administrative support across site functions, including Program Management, Supply Chain, and EHS, through data entry, meeting logistics, and ad hoc project coordination. Human Resources and Program Management Support HR with interview scheduling, candidate communications, hiring team coordination, and interview logistics to ensure a timely and professional candidate experience. Partner with HR to support onboarding for new hires and offboarding for departing employees, including scheduling, communications, documentation, access coordination, and follow-up with managers and employees. Develop site and HR communications, including flyers, posters, announcements, and employee-facing updates. Support the Program Management team with periodic data entry, client meeting preparation, scheduling, and follow-up activities. Executive Meeting, Marketing, and Event Coordination Lead coordination and execution of site events, leadership meetings, employee engagement activities, and trade shows in partnership with Marketing, HR, and site leadership. Coordinate timely delivery of marketing materials, event resources, communications, and stakeholder updates. Develop event plans, timelines, communications, materials, logistics, and follow-up actions to ensure successful execution and a positive employee and stakeholder experience. Assist with internal communications, including newsletters, SharePoint updates, announcements, and engagement messaging. Serve as a Customer Experience lead and coordinate improvement initiatives with key stakeholders. Site Administration and Communications Serve as the primary point of contact for general site inquiries, communications, visitors, and administrative coordination. Employee Engagement Plan and execute site-wide employee engagement events, recognition programs, and initiatives that strengthen connection and culture. Act as a culture ambassador by promoting inclusion, collaboration, accountability, and a positive employee experience. Serve as Chair or Co-Chair of the WE CARE Engagement Committee, helping lead employee engagement planning, committee meetings, communications, event execution, and follow-up actions aligned with Ardena’s WE CARE values. Education and Experience Associate degree required; bachelor’s degree in business administration, human resources, communications, or a related field preferred. Minimum of 5 years of progressive executive administrative, office management, HR, operations, or senior executive support experience, preferably in a fast-paced, regulated, manufacturing, pharmaceutical, or professional services environment. Experience supporting senior leaders, preparing meeting agendas and minutes, tracking action items, coordinating events, and managing confidential information is required. Notary Public certification required or ability to obtain within a reasonable timeframe. Knowledge/Skills Exceptional written and verbal communication skills, with the ability to prepare polished executive communications, meeting materials, minutes, and follow-up summaries. Demonstrated discretion, sound judgment, executive presence, and ability to maintain strict confidentiality when handling employee, leadership, HR, business, meeting, and organizational information. Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related collaboration tools. Excellent organizational, prioritization, and follow-through skills, with the ability to manage competing priorities, sensitive requests, and deadlines independently. High attention to detail and accuracy in documentation, records, trackers, approvals, meeting notes, and communications. Ability to build trusted working relationships with executives, employees, visitors, vendors, and cross-functional partners while representing the site professionally. Strong event planning and coordination skills, including the ability to manage timelines, logistics, communications, materials, and post-event follow-up. Resourceful, proactive, and solutions-oriented, with the ability to anticipate needs, remove obstacles, and support effective execution across the site. Demonstrated commitment to Ardena’s WE CARE values and ability to serve as a positive culture ambassador for employee engagement initiatives. Physical Requirements Individuals may be required to sit, stand, or walk regularly. Occasionally lift up to 20 pounds. Be accessible to manufacturing floor and office staff and use required office equipment. Specific vision requirements include reading written documents and frequent use of a computer monitor. Supervises: None What Ardena Offers Ardena is a science-driven and people-focused employer. Working at Ardena means contributing to pharmaceutical projects that support the availability, safety, and quality of medicines for patients worldwide. Ardena offers an international working environment where employees are encouraged to develop their expertise, take ownership, and grow their careers across functions and locations. Benefits and perks at Ardena include Competitive salary and tailored benefits package (adjusted per role and location) Flexible working arrangements and paid annual leave (where applicable, depending on role and site) International and collaborative work environment across European and US sites Access to professional development and training programs Meaningful work on pharmaceutical development projects that advance patient health A values-driven culture guided by Ardena’s CARE principles: Communicative, Accountable, Reliable, and Excellent Salary Range $65,000 - $75,000 #J-18808-Ljbffr