Orgenesis is seeking a highly organized, proactive, and detail-oriented Virtual Assistant to provide administrative, operational, and project support across multiple departments. This role supports executives, finance, clinical operations, business development, research teams, and strategic partners involved in advancing cell and gene therapy solutions through Orgenesis' global POCare™ platform. The successful candidate will manage schedules, communications, documentation, reporting, and special projects while ensuring efficient day-to-day operations in a fast-paced biotechnology environment. Orgenesis operates within the advanced therapy and cell and gene therapy sector through its POCare™ platform, collaborating with hospitals, research institutions, and healthcare organizations worldwide.

Essential Responsibilities

Administrative Support

• Manage executive calendars, meetings, appointments, and travel arrangements.
• Coordinate virtual meetings, webinars, and conference calls.
• Prepare meeting agendas, presentations, reports, and meeting minutes.
• Maintain organized electronic filing systems and company records.
• Handle confidential correspondence and sensitive business information.
• Screen emails, prioritize communications, and respond on behalf of management when appropriate.

Executive Support

• Provide direct administrative assistance to senior leadership.
• Track deadlines, action items, and project milestones.
• Assist with board meeting preparation and executive reporting packages.
• Support strategic initiatives and cross-functional projects.
• Coordinate communication between internal teams and external stakeholders.

Project Coordination

• Monitor project timelines and deliverables.
• Assist in organizing project documentation and status reports.
• Coordinate activities among clinical, research, operations, and business teams.
• Support implementation of new processes and operational improvements.
• Maintain project tracking systems and databases.

Business Operations Support

• Assist with vendor management and procurement documentation.
• Support contract administration and document control processes.
• Prepare expense reports, purchase requests, and reimbursement documentation.
• Coordinate onboarding activities for new employees and consultants.
• Support quality and compliance documentation as needed.

Communication Management

• Draft professional correspondence, presentations, and reports.
• Maintain contact databases and distribution lists.
• Coordinate communication with hospitals, research institutions, technology partners, and vendors.
• Monitor shared mailboxes and ensure timely responses to inquiries.
• Support internal communications and company announcements.

Data Entry and Reporting

• Enter and maintain accurate information within company systems.
• Generate reports, dashboards, and operational summaries.
• Track departmental metrics and key performance indicators.
• Perform internet research and gather information for management decision-making.
• Assist with audit preparation and document collection.

Customer and Stakeholder Support

• Respond professionally to customer, partner, and vendor inquiries.
• Coordinate scheduling and logistics for client meetings.
• Maintain positive relationships with internal and external stakeholders.
• Escalate issues appropriately and follow through to resolution.

Required Qualifications

Education

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business Administration, Communications, Healthcare Administration, or related field preferred.

Experience

• 2+ years of virtual assistant, executive assistant, administrative assistant, or operations support experience.
• Experience supporting multiple executives or departments preferred.
• Experience in biotechnology, healthcare, pharmaceutical, life sciences, or medical environments is a plus.

Technical Skills

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

Preferred Qualifications

• Experience supporting global or remote teams.
• Familiarity with healthcare, biotechnology, or clinical research operations.
• Knowledge of document control and compliance procedures.
• Experience managing executive calendars and international scheduling.
• Understanding of confidentiality requirements within regulated industries.

Core Competencies

• Exceptional Organizational Skills
• Attention to Detail
• Time Management
• Professional Communication
• Multitasking Ability
• Problem Solving
• Initiative and Self-Motivation
• Adaptability
• Confidentiality and Discretion
• Customer Service Orientation
• Collaboration and Teamwork

Key Performance Indicators (KPIs)

• Calendar Accuracy and Scheduling Efficiency
• Meeting Coordination Success Rate
• Timeliness of Administrative Deliverables
• Document Accuracy
• Executive Satisfaction
• Response Time to Inquiries
• Project Tracking Accuracy
• Data Entry Quality
• Compliance with Internal Procedures

Physical Requirements

• Ability to work remotely using a computer for extended periods.
• Ability to communicate effectively via phone, video conference, and email.
• Ability to manage multiple priorities in a fast-paced environment.
• Occasional travel may be required based on business needs.

Benefits

Health & Wellness

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

Financial Benefits

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

Paid Time Off

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

Professional Development

• Training and Development Programs
• Tuition Assistance Programs
• Certification Reimbursement
• Career Advancement Opportunities
• Industry Conference Participation

Work-Life Balance

• Remote Work Opportunities
• Flexible Scheduling
• Employee Recognition Programs
• Collaborative Global Work Environment

Equal Employment Opportunity Statement

Orgenesis is committed to creating a diverse and inclusive workplace. Employment decisions are based on qualifications, merit, business needs, and individual performance without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, genetic information, or any other status protected by applicable law.