Office Administrator

Position Overview

The Office Administrator is responsible for overseeing the day-to-day administrative operations of the corporate office while providing administrative support to multiple departments and business leaders. This role serves as a key resource for office operations, employee experience initiatives, vendor management, meeting and event coordination, and administrative support, ensuring the efficient operation of the workplace and a positive employee experience.

The Office Administrator partners closely with Human Resources, Finance, Information Technology, Legal, Commercial, and other business leaders to support office operations, employee onboarding, company meetings and events, and departmental initiatives. This position requires exceptional organizational skills, professionalism, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

• Provide administrative support to the Legal, Finance, Human Resources, and Commercial teams.
• Coordinate calendars, meetings, conference rooms, and meeting logistics.
• Arrange domestic and international travel, including flights, hotels, ground transportation, and travel itineraries
• Prepare, submit, and reconcile expense reports in accordance with company policies.
• Prepare, edit, and format correspondence, presentations, reports, meeting materials, and other business documents.
• Coordinate logistics for company-wide meetings, and special events.
• Assist with scheduling and administrative support for internal and external meetings.
• Support special projects and cross-functional initiatives as assigned.
• Assist with data entry, filing, recordkeeping, and maintaining organized electronic and physical documentation.
• Manage confidential information with discretion and professionalism.

Office Administration & Workplace Operations

• Serve as the first point of contact for employees, visitors, vendors, candidates, and guests.
• Manage daily office operations, including office supplies, equipment, inventory, mail distribution, shipping, and workplace organization.
• Coordinate with building management and service providers regarding maintenance requests, repairs, cleaning services, security, and other facility-related needs.
• Manage vendor relationships and ensure timely delivery of workplace services and supplies.
• Oversee conference room scheduling, visitor coordination, and office space utilization.
• Support office budgeting activities, monitor workplace-related expenses, and identify cost-effective solutions.
• Process office invoices and coordinate vendor payments, as appropriate.
• Partner with Human Resources and Information Technology to support employee onboarding and offboarding activities, including workspace preparation and office logistics.
• Maintain office safety, security, and compliance standards.
• Manage incoming phone calls, general office communications, and shared departmental mailboxes.
• Coordinate office shipments, mail distribution, and package deliveries.

Employee Experience & Events

• Assist with planning and coordinating employee events, recognition programs, office celebrations, team meetings, lunches, company gatherings, and other employee engagement initiatives.
• Coordinate meeting logistics, catering, room setup, and audiovisual needs for meetings, training sessions, and company events.
• Support new hire onboarding activities and help create a positive experience.
• Gather feedback and identify opportunities to enhance workplace culture and employee engagement.
• Help maintain a professional, organized, and welcoming office environment.

Operational Support

• Coordinate with Human Resources, Finance, Information Technology, Legal, Commercial, and other departments to support daily business operations.
• Develop and maintain organized office procedures and administrative processes.
• Identify opportunities to improve office efficiency and administrative workflows.
• Perform other duties as assigned.

Qualifications

• Associate's or Bachelor's degree preferred.
• Five (5) or more years of experience in office administration, administrative support, workplace operations, or a related role.
• Experience supporting multiple departments and business leaders in a professional office environment.
• Experience coordinating domestic and international travel and preparing expense reports.
• Experience planning and coordinating meetings, company events, and workplace activities.
• Experience managing vendors, office services, and workplace operations.
• Experience preparing professional correspondence, presentations, and business documents.
• Experience in a fast paced pharmaceutical, biotechnology, healthcare, or another highly regulated industry preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent verbal, written, and interpersonal communication skills.
• High attention to detail and commitment to accuracy.
• Ability to exercise discretion and maintain confidentiality.
• Strong customer service orientation and ability to build positive relationships.
• Self-starter with strong problem-solving skills and a proactive, hands-on approach.
• Ability to anticipate administrative and operational needs while working independently.
• Advanced level of proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.
• Ability to coordinate multiple meetings, travel arrangements, events, and projects simultaneously.
• Ability to lift and move office supplies and packages up to 25 pounds.