Executive Assistant/Office Manager

Ardena • Somerset, NJ

2d • Onsite

About The Position

Ardena is hiring an Executive Assistant/Office Manager to join the Somerset Operations team at our facility in Somerset, New Jersey. This role supports pharmaceutical development and manufacturing activities within a GMP-regulated environment. 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. 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.

Requirements

• Associate degree required; bachelor’s degree in business administration, human resources, communications, or a related field preferred.
• Minimum of 5 years of progressive executive administrative, office management, HR, operations, or senior executive support experience, preferably in a fast-paced, regulated, manufacturing, pharmaceutical, or professional services environment.
• Experience supporting senior leaders, preparing meeting agendas and minutes, tracking action items, coordinating events, and managing confidential information is required.
• Notary Public certification required or ability to obtain within a reasonable timeframe.
• Exceptional written and verbal communication skills, with the ability to prepare polished executive communications, meeting materials, minutes, and follow-up summaries.
• Demonstrated discretion, sound judgment, executive presence, and ability to maintain strict confidentiality when handling employee, leadership, HR, business, meeting, and organizational information.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related collaboration tools.
• Excellent organizational, prioritization, and follow-through skills, with the ability to manage competing priorities, sensitive requests, and deadlines independently.
• High attention to detail and accuracy in documentation, records, trackers, approvals, meeting notes, and communications.
• Ability to build trusted working relationships with executives, employees, visitors, vendors, and cross-functional partners while representing the site professionally.
• Strong event planning and coordination skills, including the ability to manage timelines, logistics, communications, materials, and post-event follow-up.
• Resourceful, proactive, and solutions-oriented, with the ability to anticipate needs, remove obstacles, and support effective execution across the site.
• Demonstrated commitment to Ardena’s WE CARE values and ability to serve as a positive culture ambassador for employee engagement initiatives.

Responsibilities

• 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 follow-up 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.
• 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 follow-up 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 follow-up activities.
• Lead coordination and execution of site events, leadership meetings, employee engagement activities, and trade shows in partnership with Marketing, HR, and site leadership.
• Coordinate timely delivery of marketing materials, event resources, communications, and stakeholder updates.
• Develop event plans, timelines, communications, materials, logistics, and follow-up actions to ensure successful execution and a positive employee and stakeholder experience.
• Assist with internal communications, including newsletters, SharePoint updates, announcements, and engagement messaging.
• Serve as a Customer Experience lead and coordinate improvement initiatives with key stakeholders.
• Serve as the primary point of contact for general site inquiries, communications, visitors, and administrative coordination.
• Plan and execute site-wide employee engagement events, recognition programs, and initiatives that strengthen connection and culture.
• Act as a culture ambassador by promoting inclusion, collaboration, accountability, and a positive employee experience.
• Serve as Chair or Co-Chair of the WE CARE Engagement Committee, helping lead employee engagement planning, committee meetings, communications, event execution, and follow-up actions aligned with Ardena’s WE CARE values.

Benefits

• Competitive salary and tailored benefits package (adjusted per role and location)
• Flexible working arrangements and paid annual leave (where applicable, depending on role and site)
• International and collaborative work environment across European and US sites
• Access to professional development and training programs
• Meaningful work on pharmaceutical development projects that advance patient health
• A values-driven culture guided by Ardena’s CARE principles: Communicative, Accountable, Reliable, and Excellent

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree