Office Manager & Executive Assistant

United Biosource Corporation•King of Prussia, PA

13h•Onsite

About The Position

As a pharmaceutical support industry leader, UBC is devoted to empowering health solutions for a better tomorrow. We take pride in improving patient outcomes and advancing healthcare. At UBC we provide services to enhance the entire drug development process and commercialization lifecycle - From clinical trial support to real-world evidence generation. Embark on a rewarding career journey with UBC! Grow your career while making a meaningful impact on the world around you. UBC fosters a culture built on our Core Values being: Collaborative, Conscientious, Curious, Consultative, and Compassionate. We believe in an inclusive workplace that fosters creativity. If you are seeking a career that will challenge, inspire, and reward you, join us at UBC!

Requirements

Bachelors Degree
On-site 5 days/week
Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, Teams/Sharepoint and Microsoft products
Minimum 3-5 years of experience as an Office Manager
Minimum of 3-5 years of experience as an Executive Assistant
Strong organizational and time management skills required
Excellent written and oral communication skills essential for professional phone and personal contacts
Ability to keep sensitive information confidential is critical
Ability to work independently and in a team environment
Knowledge of business operations and policies is helpful
Strong ability to multitask, high degree of flexibility and people skills
Self-starter and pro-active with a focus on customer service

Responsibilities

Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
Oversee day-to-day office activities as main point of contact and ensure coverage at the reception desk at all times
Anticipate the needs of the office and the visitors and pro-actively champion a positive visitor experience
Maintain active contact and relationships with the building management and other tenants at the KOP location
Provide direct administrative support for assigned executives as needed, including scheduling appointments, calendar management, meetings, and events; booking travel; completing expense reports; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists
Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate catering/food deliveries when requested
Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
Oversee visitors to the office and ensure a friendly, personal and professional experience
Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
Maintains inventory of office supplies; orders new supplies as needed.
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Organize office operations and procedures, including Safety protocols, adherence to fire and evacuation
Manage relationships with vendors, service providers, and landlord
Basic understanding of Budgets and Billing process and ability to negotiate optimal rates/value
Work with the wider team of Administrative Assistants/Exec Assistants/staff across UBC and pitch-in as and when needed for planning and support purposes
Flexibility and willingness to collaborate and cover for support for other areas as needed
Responsible for creating PowerPoint slides and making presentations
Plan, manage and execute local company events
Stay up to date on local/ area specific information to better support and advise the leadership team for travel, dining and accommodation options
Responsible for developing standards and promoting activities that enhance operational procedures and local employee engagement
Other duties and tasks as assigned