Office Manager / Executive Assistant

About Aerogen Pharma:

Aerogen Pharma is a US based clinical-stage specialty pharmaceutical company with a mission to develop inhaled drug/biologic and device combination that will transform the standard of care for acute and critically ill patients. Our goal is to create medically superior, proprietary and commercially differentiated combination products by combining proven therapeutic molecules with a unique, high-performance aerosol delivery system.

We are embarking on an exciting and dynamic stage in our combination product development, moving into phase 3 clinical trial for one of the biggest breakthroughs in Neonatal care. We are a team of passionate industry experts who are leading, shaping, and driving a potentially transformative medical breakthrough for the treatment of neonatal respiratory distress syndrome (RDS) in the developed world. Additionally, in partnership with The Bill & Melinda Gates Foundation, we have an ambitious program in development to bring low-cost surfactant to the millions of premature babies with RDS born each year.

Join us as we embark on this breakthrough and become inspired to deliver.

What is the role?

The Office Manager is a highly organized, proactive, and resourceful professional responsible for ensuring smooth day-to-day office operations while providing administrative and executive support to senior leadership and cross-functional teams. This role acts as a central point of coordination for office administration, meeting and event logistics, vendor management, facilities coordination, employee and visitor support, shipping and receiving, onboarding and exit logistics, and selected transactional finance activities. The role partners closely with Leadership, P&OD, Operations, Commercial Excellence, Marketing, Finance, external vendors, consultants, and business partners to ensure efficient office functionality and a high-quality employee and visitor experience. The successful candidate will manage multiple priorities with minimal supervision, maintain a professional and welcoming office environment, handle sensitive information with discretion, and support the business with accuracy, initiative, and strong follow-through.

What are the key responsibilities?

Executive and Administrative Support

• Provide proactive meeting, travel, calendar, communications, and general administrative support for senior executives and leadership teams.

• Maintain organized electronic and physical files, records, and confidential business documents.

• Support document routing, communications preparation, and coordination with internal and external stakeholders as needed.

Meeting and Event Coordination

• Plan, budget, coordinate, and support North America leadership meetings, office meetings, company meetings, leadership sessions, and small internal events.

• Coordinate vendors, hotel accommodations, meeting spaces, catering, meal reservations, materials, and on-site logistics.

• Serve as a key point of contact for internal teams, external vendors, consultants, and business partners for office management activities.

Office Operations and Facilities

• Manage day-to-day office operations, including supplies, equipment, facilities coordination, general office organization, and cleanliness of office, kitchen, and storage areas.

• Manage building access, visitor access, badges, meeting space reservations, facility service requests, maintenance requests, and related office systems where applicable.

• Maintain a professional, welcoming, and efficient office environment for employees, visitors, and business partners.

Employee Lifecycle Support

• Assist with onboarding logistics, new hire materials, office access, workspace readiness, and coordination with external service providers.

• Support employee exit logistics, including deactivating office access, coordinating credentialing services, and arranging return shipment of company equipment where applicable.

• Maintain relevant company systems and processes, such as organizational information, email distribution, headshots, office records, and other administrative trackers.

Vendor, Procurement, and Finance Support

• Generate and process purchase orders, route approvals, track invoices, maintain relevant budgets, and support accounts payable activities in a timely and accurate manner.

• Manage vendor accounts and relationships for office supplies, kitchen supplies, shipping, print and delivery services, facility services, and other office-related needs.

• Prepare and review employee expense reports for completeness and coordinate reimbursement processing.

• Support internal controls by ensuring documentation is complete, approvals are obtained, and records are retained appropriately.

Office Supplies, Inventory, Shipping, and Receiving

• Purchase, receive, restock, and maintain office, kitchen, food and beverage, and shipping supplies.

• Manage shipping and receiving operations, including delivery receipt, packing outgoing shipments, generating shipping labels, and maintaining shipping vendor accounts.

• Support shipping of new hire materials, office equipment, meeting materials, and other business-related items as required.

Confidentiality and Professional Standards

• Handle sensitive information with a high degree of confidentiality, professionalism, and discretion.

• Identify opportunities to improve administrative processes, office efficiency, and employee experience.

• Perform other office management, administrative, and operations support duties as required.

What education and experience are required?

• Bachelor degree preferred; equivalent relevant experience will be considered.

• 3 to 5 years of experience in office management, executive assistance, administration, facilities coordination, or operations support.

• Experience supporting senior leaders and executive-level meetings in a fast-paced corporate or small company environment preferred.

• Experience with vendor coordination, facilities management, meeting logistics, shipping systems, and office operations preferred.

• Exposure to finance activities such as purchase order processing, accounts payable, expense processing, invoice tracking, budget maintenance, or bookkeeping support strongly preferred.

• Familiarity with Microsoft Office applications, especially Outlook, Word, Excel, and PowerPoint; ability to translate ideas into clear written or PowerPoint communications is a significant plus.

• Experience with facility management platforms, building access systems, PO processing tools, print and delivery platforms, or shipping systems preferred.

What key skills will make you great at the role?

• Communication: Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization and with external stakeholders.

• Organization: Exceptional organizational, time management, prioritization, and multitasking abilities with strong attention to detail.

• Problem-Solving: Ability to proactively identify issues, implement practical solutions, and follow through to completion.

• Initiative: Self-starter who can work independently, identify business needs, and manage competing priorities with minimal supervision.

• Accuracy and Controls: Strong commitment to accuracy, documentation, approval discipline, and record retention. • Teamwork: Ability to collaborate cross-functionally with Leadership, P&OD, Operations, Commercial Excellence, Marketing, Finance, and external vendors.

• Adaptability: Comfortable working in a fast-paced, dynamic environment with changing priorities.

• Customer Service: Strong focus on providing a positive employee and visitor experience.

• Confidentiality: High level of discretion and ability to manage confidential information appropriately.

• Physical Requirements: Typical office environment, with the ability to lift items up to 40 lbs where required.

• Travel: Ability to travel periodically, up to approximately 25% depending on business needs.

Equal Opportunity:

Aerogen Pharma is committed to equal employment opportunity and to providing reasonable accommodations to qualified applicants and employees in accordance with applicable law.

Why Aerogen Pharma?

As a key member of Aerogen Group, the global market leader in high performance aerosol drug delivery, Aerogen Pharma is at a pivotal point in the company's life cycle. With plans to expand and centralize our US hubs over the next two years, we offer an environment where you can thrive professionally and learn from driven industry leaders in drug development and commercialization, inhaled devices, and neonatology.

We foster an inclusive culture that empowers you to contribute to the transformation of Neonatal care, where potential is recognized, and professional development is encouraged.