Executive Assistant & Office Manager Job at SERB Pharmaceuticals in Philadelphia

Executive Assistant & Office Manager

Come and Save Lives with Us! SERB is a fast-growing specialty pharmaceutical company that equips healthcare providers worldwide with life-saving medicines for patients facing rare conditions and emergencies. For over 30 years we have consistently provided emergency medicines, medical countermeasures, and the world's leading portfolio of antidotes. Today SERB has over 500 employees in 18 countries and group revenue in excess of 400m. With a strong presence in the US, Europe, and the Middle East, along with a global network of trusted distribution partners, we make a broad range of essential medicines available in over 100 countries. Having the right culture is as important to us as having the right portfolio. We are guided by our four values: We make patients our priority, We act with accountability and integrity, We work together as one team, We look for better ways forward. By expanding our reach through selective acquisitions and entering new markets, we're not just supplying medicine; we're improving the standard of care for more patients around the world.

The Executive Assistant & Office Manager provides high-level administrative, operational, and office management support to the Chief Executive Officer (CEO) and EVP, Chief Commercial Officer (CCO). This role ensures the smooth operation of the executive office and overall site, balancing day-to-day administrative tasks with strategic coordination across departments. The ideal candidate is highly organized, proactive, and professional, capable of managing sensitive information with discretion and handling multiple priorities in a fast-paced, evolving environment.

Responsibilities

Your responsibilities will be separated between two different areas: Executive Assistance to SERB's CEO and US EVP CCO and office management. This position is required to be onsite 4 days per week in our Conshohocken PA office.

Executive Support

• 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

Operations

• 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.
• Notary Public capabilities preferred

Office

• 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

Culture Management

• 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

Qualifications

To be successful in this role, you should demonstrate: Organization & Time Management, Attention to Detail, Project Management, Technology Proficiency, Confidentiality & Discretion, Business Acumen, Communication, Collaboration, Emotional Intelligence.

Company 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

Serb Pharmaceuticals is an equal opportunity employer. We offer competitive compensation & benefit packages, challenging opportunities and a culture of working together in a supportive way built on our strong foundation of values.