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 [Job Title]

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 s 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 followup 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 followup 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 followup activities.

Executive Meeting, Marketing, and Event Coordination

• Lead…