Office Manager and Executive Administrative Coordinator

Position Responsibilities

Executive Administrative Support

• Provide high-level administrative support to designated executives and members of the leadership team.

• Manage complex calendars, prioritize meeting requests, resolve scheduling conflicts, and ensure leaders are prepared for upcoming commitments.

• Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and adjustments when plans change.

• Prepare and process expense reports, reconcile charges, maintain supporting documentation, and follow company travel and expense policies.

• Coordinate leadership meetings, business reviews, offsites, and team sessions, including agendas, presentation materials, room logistics, catering, and follow-up items.

• Prepare, edit, and format correspondence, presentations, reports, spreadsheets, and other executive materials.

• Maintain action-item lists, track key deadlines, and follow up with stakeholders to support timely completion of commitments.

• Assist with communications and coordination across functions, offices, external partners, and executive contacts.

• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.

• Provide backup administrative support to other executives or functional teams as business needs require.

 

Office Operations and Workplace Services

• Manage day-to-day operations of the Miami office and serve as the primary on-site contact for employees, building management, vendors, and service providers.

• Coordinate facilities services, including janitorial work, preventive maintenance, repairs, waste and recycling, pest control, and other office service needs.

• Maintain office supplies, pantry and beverage programs, first-aid and emergency supplies, office equipment, mail, shipping, and courier services.

• Oversee conference rooms and shared spaces, including room readiness, audiovisual coordination, signage, and meeting or event setups.

• Partner with Facilities, IT, and People & Culture on employee onboarding and offboarding, including workspace readiness, badges, keys, equipment coordination, and seating assignments.

• Support space planning, employee moves, ergonomic requests, workplace inspections, minor projects, and business continuity activities.

• Coordinate employee events, executive visits, town halls, team meetings, and catered functions.

• Maintain local workplace procedures, emergency information, service records, vendor contacts, and required inspection documentation.

• Process office-related invoices and purchase requests, support budget tracking, and maintain accurate vendor and expenditure records.

• Identify operational issues and recommend practical improvements to workplace services, office processes, and employee support.

 

Candidate Requirements

Bachelor’s degree or equivalent combination of education and relevant experience.
Minimum of 5 + years of experience providing executive administrative support and managing office or workplace operations, preferably in biotechnology, pharmaceutical, life sciences, or a similarly fast-paced environment.
Demonstrated experience managing complex calendars, travel arrangements, expenses, executive meetings, vendors, and multiple competing priorities.
Advanced proficiency in Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint; experience with travel, expense, procurement, visitor management, or workplace service systems is a plus.
Excellent written and verbal communication skills, strong attention to detail, and the ability to produce polished executive materials.
Ability to anticipate needs, exercise sound judgment, work independently, and handle confidential information with discretion.
Strong service orientation and the ability to build effective relationships with executives, employees, vendors, and cross-functional partners.
Ability to work on-site in the Miami office during standard business hours, with flexibility to support occasional early-morning or after-hours meetings, events, travel changes, or urgent office needs.
Ability to move through the office, inspect workspaces, and occasionally lift or move office supplies and event materials, with or without reasonable accommodation.