Enzene - Office Manager ​/ Executive Assistant at 1130 Works Hopewell, NJ

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.

Website:

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…