Virtual Assisant

Orgenesis, Inc.•Town of Watertown, WI

2d•$45,000 - $75,000•Remote

About The Position

Orgenesis is seeking a highly organized, proactive, and detail-oriented Virtual Assistant to provide administrative, operational, and project support across multiple departments. This role supports executives, finance, clinical operations, business development, research teams, and strategic partners involved in advancing cell and gene therapy solutions through Orgenesis' global POCare™ platform. The successful candidate will manage schedules, communications, documentation, reporting, and special projects while ensuring efficient day-to-day operations in a fast-paced biotechnology environment. Orgenesis operates within the advanced therapy and cell and gene therapy sector through its POCare™ platform, collaborating with hospitals, research institutions, and healthcare organizations worldwide.

Requirements

High school diploma or equivalent required.
2+ years of virtual assistant, executive assistant, administrative assistant, or operations support experience.
Experience supporting multiple executives or departments preferred.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Microsoft Teams, Zoom, Google Workspace, and project management software.
Strong internet research and data management skills.
Ability to quickly learn new software platforms.
Exceptional Organizational Skills
Attention to Detail
Time Management
Professional Communication
Multitasking Ability
Problem Solving
Initiative and Self-Motivation
Adaptability
Confidentiality and Discretion
Customer Service Orientation
Collaboration and Teamwork
Ability to work remotely using a computer for extended periods.
Ability to communicate effectively via phone, video conference, and email.
Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Communications, Healthcare Administration, or related field preferred.
Experience in biotechnology, healthcare, pharmaceutical, life sciences, or medical environments is a plus.
Experience with CRM, ERP, or document management systems preferred.
Experience supporting global or remote teams.
Familiarity with healthcare, biotechnology, or clinical research operations.
Knowledge of document control and compliance procedures.
Experience managing executive calendars and international scheduling.
Understanding of confidentiality requirements within regulated industries.

Responsibilities

Manage executive calendars, meetings, appointments, and travel arrangements.
Coordinate virtual meetings, webinars, and conference calls.
Prepare meeting agendas, presentations, reports, and meeting minutes.
Maintain organized electronic filing systems and company records.
Handle confidential correspondence and sensitive business information.
Screen emails, prioritize communications, and respond on behalf of management when appropriate.
Provide direct administrative assistance to senior leadership.
Track deadlines, action items, and project milestones.
Assist with board meeting preparation and executive reporting packages.
Support strategic initiatives and cross-functional projects.
Coordinate communication between internal teams and external stakeholders.
Monitor project timelines and deliverables.
Assist in organizing project documentation and status reports.
Coordinate activities among clinical, research, operations, and business teams.
Support implementation of new processes and operational improvements.
Maintain project tracking systems and databases.
Assist with vendor management and procurement documentation.
Support contract administration and document control processes.
Prepare expense reports, purchase requests, and reimbursement documentation.
Coordinate onboarding activities for new employees and consultants.
Support quality and compliance documentation as needed.
Draft professional correspondence, presentations, and reports.
Maintain contact databases and distribution lists.
Coordinate communication with hospitals, research institutions, technology partners, and vendors.
Monitor shared mailboxes and ensure timely responses to inquiries.
Support internal communications and company announcements.
Enter and maintain accurate information within company systems.
Generate reports, dashboards, and operational summaries.
Track departmental metrics and key performance indicators.
Perform internet research and gather information for management decision-making.
Assist with audit preparation and document collection.
Respond professionally to customer, partner, and vendor inquiries.
Coordinate scheduling and logistics for client meetings.
Maintain positive relationships with internal and external stakeholders.
Escalate issues appropriately and follow through to resolution.