Office Manager & Executive Assistant

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!

Brief Description :

The Office Manager position provides on-site office support to the King of Prussia office, which is the Headquarters for UBC. This individual will be responsible for the smooth functioning and daily operations of the office. Will interact with clients and employees while on-site. Provides logistical support to office, including remedy requests, organization of fax/copy/mail area, ordering supplies, organization of onsite meeting logistics. Maintains general organization of the common spaces. Orders supplies and conducts special projects as assigned (e.g. department moves, project tracking).

Additionally, the Office Manager provides advanced administrative support to assigned members of the Senior Leadership Team. Handles invoicing process, coordinates procurement and accounts payable processes. Coordinates on boarding for new employees. Under the direction of leadership provides high-level administrative support and coordinates with internal/external parties to carry out necessary department functions.

Specific job duties:

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

Desired Skills and Qualifications:

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

At UBC, employee growth and well-being are always at the forefront. We offer an extensive range of benefits to ensure that you have everything you need to thrive personally and professionally.

Here are some of the exciting perks UBC offers:

Remote opportunities

Competitive salaries

Growth opportunities for promotion

401K with company match*

Tuition reimbursement (after 90 days of employment)

Flexible work environment

Discretionary PTO (Paid Time Off) OR 20 days PTO *note: JD should include one or the other.

Paid Holidays

Employee assistance programs

Medical, Dental, and vision coverage

HSA/FSA

Telemedicine (Virtual doctor appointments)

Wellness program

Adoption assistance

Short term disability (after 90 days of employment)

Long term disability

Life insurance

Discount programs