Enzene - Office Manager / Executive Assistant

Job description

About Our Client - Enzene
Enzene Inc. is an emerging Contract Development and Manufacturing Organization (CDMO) with a strong operational footprint in India. We are a subsidiary of Enzene Biosciences, a leading biotechnology company. Our mission is to provide high-quality biologics manufacturing services to our clients, contributing to the advancement of the pharmaceutical industry.

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Position Overview
Reporting to the SR VP and Site Director, the Executive Assistant/Office Manager provides senior-level support to the SR VP, Sr Leadership Team, manages the office and provides administrative support to HR. This includes coordinating efforts to ensure seamless coverage and continuity of operations. In addition, the Executive Assistant /Office Manager works closely with all members of senior leadership team to provide support for organizational initiatives, client visits, and special projects as needed. The Executive Assistant/Office Manager is responsible for overseeing day-to-day office operations, managing administrative functions, and ensuring smooth communication between departments and locations. This role requires a highly organized, detail-oriented individual with strong communication skills. The ideal candidate will be able to multitask, prioritize tasks, and maintain a high level of accuracy and confidentiality.

Key Responsibilities

• Sr VP Support : Manage the calendar of the SR VP, prioritizing requests for time and anticipating conflicts and other constraints. Attend key meetings, manage agendas, take minutes, and track action items to ensure implementation and appropriate follow-up. Communicate with internal and external constituents on behalf of the Sr VP and Sr Leadership to ensure the efficient coordination of work within office and across other departments. Manage the preparation of materials for meetings, events, and activities. Distribute and take notes during meetings, send materials for review beforehand as needed. Prepare and edit correspondence, communications, presentations, and other documents. Schedule meetings within Teams and organize the SR VP calendar, including daily interaction with senior management direct reports. Responsible for all aspects of domestic and international trips; travel including airfare, hotel reservations, car rentals, etc., providing detailed itineraries, agendas, directions, and backup materials Provides administrative support for the management of projects and monitoring of workflow to ensure that deadlines are met and anticipates where problems/conflicts might arise. Compose, draft, proof, edit, and finalize correspondence, including e-mail and other documents. Review incoming mail and/or email, prioritize and summarize content, and process replies independently or as directed. Manage highly sensitive, confidential information with complete discretion.

• Office Administration: Manage daily office operations, including overseeing office supplies, equipment, and general administrative needs. Coordinate visits and related activities, such as logistics and security protocols. Maintain a clean, organized, and professional office environment. Handle office correspondence (emails, phone calls, and mail) and direct them to the appropriate departments or personnel. Schedule meetings, manage calendars, and coordinate travel arrangements for team members. Organize and maintain filing systems, both physical and digital. Receive and assess inquiries to determine proper response and course of action. Coordinate the administrative support with the campus security team to ensure seamless coverage and continuity of operations. Identify and advance the implementation of best practices for administrative support that will strengthen communications and promote consistency in the daily operations. Manage office supplies and equipment, ensuring adequate stock and timely procurement.

• Operations Support: Act as a liaison across departments between the NJ site and India to ensure smooth communication and timely issue resolution. Provide administrative support to Site Manager, including data entry, report generation, and document preparation. May assist with the preparation of production schedules, inventory tracking, and other operational reports, as needed.

• Human Resources and Payroll Support: Schedule interviews, meet & greet candidates and new hires, provide building tours for new hires, participate and provide assistance with planning & coordinating employee events and activities.

• Budget and Inventory Management: Monitor and manage office and production supplies inventory. Assist in budgeting for office expenses and ensure efficient use of resources. Help process purchase orders, track deliveries, and coordinate with suppliers as needed.

• Health and Safety Support: Ensure the office environment complies with all safety regulations and company policies. Assist in coordinating safety training sessions and maintaining health and safety records. Follow all applicable environmental, health, and safety rules and procedures and immediately report all dangerous situations, near-misses, and injuries.

• General Support: Receiving and interacting with incoming visitors. Assist with special projects and initiatives as directed by site leadership. Provide excellent customer service to internal teams and external visitors, vendors, and contractors. Maintain confidential information and handle sensitive data with discretion. Work with Marketing team to plan events as needed. Filing and retrieving documents and reference materials. Conducting research, assembling, and analyzing data to prepare reports and documents. Handles passport and visa documentation for traveling abroad, plus pre- and post-travel security reporting for all levels of employees traveling for business.

• Perform other duties as assigned.

Job requirements

Qualifications

• Education: High School Diploma or equivalent, Associate’s Degree or higher preferred.

• Experience: Minimum of 3 years of administrative experience, preferably in a regulated industry such as pharmaceutical or biotech.

• Skills: Strong organizational and time management skills. Proficiency in Microsoft Office Suite and other relevant software. The ability to work independently and as part of a team. The ability to handle confidential information with discretion. The ability to make sound decisions based on available information. Must be able to use discretion and keep sensitive information confidential. Must be organized, detail-oriented, proactive, and flexible. Excellent verbal and written communication skills and professionalism are a must.

• Communication: Strong communication and interpersonal skills. Excellent written and verbal communication skills. This covers the ability to communicate clearly and professionally across multiple channels. Active listening, including demonstrating the ability to listen intently to understand and process information, which is a key part of collaboration and customer service. Clarity and professional directness. Responsiveness and the ability to address queries and concerns in a timely manner. 

Physical Demands

• This job includes sitting, standing, walking, using hands/fingers for typing and handling documents, reaching, and maintaining close vision for computer work.

• This job functions in an open office setting using standard office equipment such as computers, phones, calculators, copiers, fax machines, and file cabinets.

• This job may require stooping, kneeling or crouching for accessing files in lower cabinets or performing other tasks.

Salary Range: $29.81 - $36.78 per hour

Benefits:

• Health Insurance (Medical, Dental, Vision)

• Life and AD&D Insurance

• Disability Insurance (LTD & STD)

• 401k Retirement Plan

• Paid Time Off

Why Join Enzene?
At Enzene, we foster a collaborative and innovative environment where science and business intersect. Our team is dedicated to pushing the boundaries of biosimilar manufacturing, and we are constantly striving to improve processes and patient outcomes. Joining Enzene means being part of a company that values integrity, innovation, and collaboration in pursuit of scientific excellence.

We offer an environment of growth, learning, and opportunity in a sector that is driving change in healthcare.

Equal Opportunity Employer
Enzene is an equal opportunity employer, committed to fostering a diverse and inclusive work environment where all employees can thrive.

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