Office Manager, North America

About Aerogen: Headquartered in the vibrant city of Galway, Ireland, with offices around the world, Aerogen is proud to be the world leader in acute care aerosol drug delivery. Recognised through multiple Med Tech awards, including being named Galway Chamber Company of the Year 2025, and twelve-time winner of the Zenith Award for Respiratory Care Excellence in North America, our employees make a difference to patients' lives every day, having reached over 30 million patients in more than 80 countries.

Today, Aerogen is powered by a global team representing 54 nationalities, working together with a shared commitment to improving patient care. Our talented and skilled team collaborate to innovate, challenge and test not only in relation to our products but every facet of how we work.

We lead the way by finding innovative solutions to even the most complex problems, all in the name of delivering better patient outcomes.

Our business continues to grow rapidly across the globe and, as we grow, our core culture of "We Care" universally connects us. We believe that your ambition and integrity fuels ours, and we are committed to supporting our employees to reach their full potential through tangible investment in their careers.

The Office Manager is a highly organized, proactive, and resourceful professional responsible for ensuring smooth day-to-day office operations while providing administrative and executive support to senior leadership and cross-functional teams. This role acts as a central point of coordination for office administration, meeting and event logistics, vendor management, facilities coordination, employee and visitor support, shipping and receiving, onboarding and exit logistics, and selected transactional finance activities.

The role partners closely with Leadership, P&OD, Operations, Commercial Excellence, Marketing, Finance, external vendors, consultants, and business partners to ensure efficient office functionality and a high-quality employee and visitor experience. The successful candidate will manage multiple priorities with minimal supervision, maintain a professional and welcoming office environment, handle sensitive information with discretion, and support the business with accuracy, initiative, and strong follow-through.

Executive and Administrative Support

• Provide proactive meeting, travel, calendar, communications, and general administrative support for senior executives and leadership teams.
• Maintain organized electronic and physical files, records, and confidential business documents.
• Support document routing, communications preparation, and coordination with internal and external stakeholders as needed.

Meeting and Event Coordination

• Plan, budget, coordinate, and support North America leadership meetings, office meetings, company meetings, leadership sessions, and small internal events.
• Coordinate vendors, hotel accommodations, meeting spaces, catering, meal reservations, materials, and on-site logistics.
• Serve as a key point of contact for internal teams, external vendors, consultants, and business partners for office management activities.

Office Operations and Facilities

• Manage day-to-day office operations, including supplies, equipment, facilities coordination, general office organization, and cleanliness of office, kitchen, and storage areas.
• Manage building access, visitor access, badges, meeting space reservations, facility service requests, maintenance requests, and related office systems where applicable.
• Maintain a professional, welcoming, and efficient office environment for employees, visitors, and business partners.

Employee Lifecycle Support

• Assist with onboarding logistics, new hire materials, office access, workspace readiness, and coordination with external service providers
• Support employee exit logistics, including deactivating office access, coordinating credentialing services, and arranging return shipment of company equipment where applicable.
• Maintain relevant company systems and processes, such as organizational information, email distribution, headshots, office records, and other administrative trackers.

Vendor, Procurement, and Finance Support

• Generate and process purchase orders, route approvals, track invoices, maintain relevant budgets, and support accounts payable activities in a timely and accurate manner.
• Manage vendor accounts and relationships for office supplies, kitchen supplies, shipping, print and delivery services, facility services, and other office-related needs.
• Prepare and review employee expense reports for completeness and coordinate reimbursement processing.
• Support internal controls by ensuring documentation is complete, approvals are obtained, and records are retained appropriately.

Office Supplies, Inventory, Shipping, and Receiving

• Purchase, receive, restock, and maintain office, kitchen, food and beverage, and shipping supplies.
• Manage shipping and receiving operations, including delivery receipt, packing…