Office Manager & Executive Assistant

Office Manager & Executive Assistant

The Office Manager & Executive Assistant provides high-level administrative and strategic support to the Chief Executive Officer (CEO) and Leadership Team (LT). This role ensures the seamless execution of executive operations, governance activities, and cross-functional initiatives. Acting as a trusted partner, the Office Manager & Executive Assistant enhances leadership effectiveness through proactive planning, organizational efficiency, and thoughtful coordination across the company.

Executive & Leadership Support

• Provide high-level administrative and operational support to the CEO, ensuring alignment with business priorities and effective time management.
• Manage the CEO and specific LT member's calendar with a focus on business priorities, anticipating needs and optimizing time for impact as well as travel bookings and expense reports as required.
• Coordinate Leadership Team (LT) meetings and activities, ensuring clear agendas, materials, and follow-up actions.
• Support executive communications and information flow between the CEO, LT, and broader organization.
• Maintain discretion and confidentiality in all matters involving executive leadership and corporate strategy.
• Lead and/or support special projects and requests from LT and cross-functional initiatives requested by LT to increase organizational efficiency in a responsible and timely manner.

Governance and Board Support

• Coordinate logistics and communications for Board of Directors and Committee meetings, including scheduling, agendas, materials, and minutes.
• Partner with the CEO and Legal teams to ensure accurate governance documentation, board consents, and filings.
• Maintain records and archives related to Board and Committee activities in compliance with corporate governance standards.
• Serve as a liaison with external directors and stakeholders to ensure smooth and professional interactions.

Meeting and Event Coordination

• Oversee the end-to-end planning and execution of internal and external meetings (e.g. investor meetings, partner meetings, advisory boards), events, and engagements.
• Manage logistics including scheduling, agendas, materials, room setup, technology, and catering as needed.
• Track and communicate action items, ensuring timely follow-up and accountability.
• Anticipate needs and potential conflicts to ensure seamless coordination across multiple stakeholders (internal and external).

Contracts & Compliance Operations

• Partner with Legal to support the lifecycle management of contracts and related documentation.
• Maintain accurate records in the contract management system (e.g., Lexion), tracking key milestones and renewal dates.
• Ensure compliance with internal controls and access permissions for contract repositories.
• Assist in implementing process improvements that enhance contract visibility and organizational efficiency.

SharePoint Administration & Organizational Projects

• Serve as an administrator for SharePoint, ensuring logical organization, accessibility, and adherence to document governance standards.
• Lead or support cross-functional projects that enhance operational efficiency, collaboration, and knowledge management.
• Develop and maintain shared resources, templates, and repositories that enable consistent and streamlined workflows.
• Partner with IT to ensure executive tools and systems (e.g., SharePoint, Teams, calendar, and meeting platforms) are configured, maintained, and used effectively to support executive leadership.

What You Bring

• Bachelor's degree or equivalent experience.
• 8+ years of executive administrative experience in a dynamic, fast-paced environment (biotech/pharma experience preferred).
• Exceptional organizational and attention to detail, with the ability to balance multiple priorities and deadlines.
• High degree of professionalism, discretion, and judgment in handling sensitive and confidential information.
• Proactive and anticipatory, with the ability to think critically, identify needs, and offer practical solutions.
• Strong written and verbal communication skills with the ability to convey information clearly, build trust, and collaborate effectively with senior leadership.
• Advanced proficiency in Microsoft 365, SharePoint, and experience with contract management systems (e.g., Lexion).
• Adaptable and resourceful, with a collaborative mindset and a "can-do" attitude.

Our Values

Our values govern the work we do at Arbor, and we're hoping that they resonate as strongly with you as they do with us!

• Purposeful Action: Driven by outcomes, guided by purpose
• Bold Resilience: Speak boldly, embrace change, grow forward
• Humble Authenticity: Be real, value the uniqueness of others, elevate all

The anticipated salary range for candidates for this role will be $110,000 - $125,000. The final salary offered will depend on several factors, which may include, but is not limited to relevant years of experience, educational background, industry knowledge, technical skills, and other factors that may prove relevant during the interview process.

We promote diversity and inclusion not just in our recruitment processes, but in everything we do. We're an equal opportunity employer and we will continue to ensure our recruitment process is free of bias and our workplace is inclusive, positive, and free of discrimination and respecting of all backgrounds and beliefs.