Orgenesis is seeking a highly organized, professional, and detail-oriented Administrative Assistant to provide comprehensive administrative and operational support across multiple business functions. The Administrative Assistant will support executives, managers, clinical operations teams, finance personnel, research staff, and business development professionals involved in advancing cell and gene therapy solutions through Orgenesis' global POCare™ platform.

The ideal candidate will possess exceptional organizational abilities, strong communication skills, and the ability to manage multiple priorities in a fast-paced biotechnology and healthcare environment. This position plays a critical role in ensuring efficient daily operations and supporting strategic company initiatives.

Essential Responsibilities

Administrative Support

• Provide administrative assistance to executives, managers, and departmental teams.
• Manage calendars, appointments, meetings, and scheduling requests.
• Coordinate conference calls, virtual meetings, and onsite meetings.
• Prepare correspondence, reports, presentations, and meeting materials.
• Maintain organized electronic and physical filing systems.
• Draft, proofread, and edit documents for accuracy and professionalism.
• Monitor and manage incoming communications and correspondence.

Office and Operations Coordination

• Support daily administrative and operational activities.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Assist with office supply inventory and procurement activities.
• Manage vendor communications and service requests.
• Support facility coordination and administrative logistics.
• Ensure administrative processes comply with company policies.

Executive and Leadership Support

• Assist leadership with scheduling, meeting preparation, and follow-up activities.
• Prepare agendas, presentations, reports, and executive briefing materials.
• Track action items, deadlines, and project deliverables.
• Coordinate executive meetings and maintain meeting records.
• Handle confidential and sensitive information with discretion.

Documentation and Record Management

• Maintain accurate records and company documentation.
• Organize contracts, agreements, policies, and compliance documentation.
• Ensure document version control and record retention requirements are followed.
• Assist with audit preparation and document retrieval.
• Support quality assurance and compliance documentation processes.

Project Support

• Assist with planning and coordinating departmental projects.
• Monitor project timelines and administrative deliverables.
• Schedule project meetings and maintain project documentation.
• Support cross-functional teams with project coordination activities.
• Track project milestones and provide status updates when requested.

Communication and Customer Service

• Serve as a point of contact for internal and external stakeholders.
• Respond professionally to inquiries from clients, vendors, and partners.
• Coordinate communication among departments and external organizations.
• Maintain contact databases and distribution lists.
• Support internal communication initiatives and company announcements.

Data Entry and Reporting

• Enter, maintain, and update data within company systems.
• Prepare reports, spreadsheets, and administrative summaries.
• Monitor departmental metrics and maintain tracking logs.
• Assist with data collection and information analysis.
• Ensure accuracy and completeness of administrative records.

Meeting and Event Coordination

• Schedule and coordinate meetings, workshops, and company events.
• Prepare meeting agendas and distribute meeting materials.
• Record meeting minutes and track follow-up actions.
• Coordinate logistics for training sessions, conferences, and corporate events.
• Support virtual and in-person event planning activities.

Required Qualifications

Education

• High School Diploma or GED required.
• Associate's Degree in Business Administration, Office Administration, Communications, Healthcare Administration, or related field preferred.

Experience

• Minimum of 2 years of administrative assistant, office coordinator, executive assistant, or related administrative experience.
• Experience supporting multiple departments or executives preferred.
• Experience within healthcare, biotechnology, pharmaceutical, research, or life sciences industries is a plus.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using Microsoft Teams, Zoom, SharePoint, and Google Workspace.
• Strong data entry and document management skills.
• Familiarity with CRM, ERP, or project management systems preferred.
• Ability to learn new software applications quickly.

Preferred Qualifications

• Bachelor's Degree in Business Administration or related discipline.
• Experience supporting executive leadership teams.
• Knowledge of document control and regulatory compliance procedures.
• Experience in a highly regulated healthcare or biotechnology environment.
• Familiarity with project coordination and administrative reporting.

Core Competencies

• Organization and Planning
• Attention to Detail
• Professional Communication
• Time Management
• Multitasking
• Customer Service Orientation
• Problem Solving
• Confidentiality and Integrity
• Adaptability
• Team Collaboration
• Initiative and Accountability

Key Performance Indicators (KPIs)

• Administrative Accuracy
• Timeliness of Deliverables
• Meeting Coordination Effectiveness
• Calendar Management Accuracy
• Document Quality and Compliance
• Executive and Department Satisfaction
• Data Entry Accuracy
• Communication Responsiveness
• Project Support Efficiency

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to communicate effectively via telephone, email, and video conferencing platforms.
• Ability to manage multiple projects and deadlines simultaneously.
• Occasional travel may be required based on business needs.

Benefits

Health & Wellness Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Prescription Drug Coverage
• Employee Assistance Program (EAP)
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Wellness Programs and Resources

Financial Benefits

• Competitive Base Salary
• Annual Performance Bonus Eligibility
• 401(k) Retirement Savings Plan with Company Match
• Life Insurance Coverage
• Accidental Death & Dismemberment Insurance
• Short-Term Disability Insurance
• Long-Term Disability Insurance

Paid Time Off

• Paid Vacation
• Paid Holidays
• Paid Sick Leave
• Personal Days
• Bereavement Leave
• Jury Duty Leave

Professional Development

• Training and Development Programs
• Tuition Assistance Opportunities
• Professional Certification Reimbursement
• Leadership Development Programs
• Career Growth and Advancement Opportunities

Work-Life Balance

• Flexible Work Arrangements
• Remote and Hybrid Work Opportunities (where applicable)
• Employee Recognition Programs
• Collaborative and Inclusive Work Environment

Equal Employment Opportunity Statement

Orgenesis is an Equal Opportunity Employer committed to fostering a diverse, equitable, and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected status under applicable law.