Executive Administrative Assistant
Job Description
Job Description
Job Posting Title:
Executive Administrative Assistant
Job Description
Company:
OcyonBio is a partnership development and manufacturing organization focused on advancing gene and cell therapies.
OcyonBio provides dedicated autonomous manufacturing capacity with interconnected infrastructure and systems to support phased-appropriate development from early development through pre-clinical, clinical, and commercial stages. We operate as a cGMP incubator environment with full regulatory systems capabilities and resources to generate CMC data supporting global regulatory applications. Our manufacturing and development spaces are designed to function autonomously while remaining fully integrated with the systems required to support clinical and commercial operations.
We are committed to fostering a workplace free of explicit and implicit discrimination and harassment, where every individual feels safe, heard, and valued. The character of our employees is as important as their talent, and we’re proud of the team and environment we’re assembling as we grow.
Place of Performance:
CII George Sanders, Aguadilla Pueblo, Aguadilla, P.R. 00603.
This position is full-time and on-site.
Job Overview
The Executive Administrative Assistant is responsible for managing the CEO’s administrative and organizational activities during a maternity leave coverage period. This role is critical to ensuring seamless executive operations by maintaining effective communication, documentation control, scheduling coordination, and stakeholder engagement.
The ideal candidate demonstrates discretion, professionalism, strong organizational skills, and the ability to manage multiple priorities in a fast-paced executive environment.
Responsibilities
• Assist the CEO with confidential document drafting, review, and filing.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and logistics.
• Manage and organize the CEO’s calendar, meetings, and appointments.
• Coordinate corporate lunches, catering, and hospitality logistics.
• Maintain office supplies and manage food and beverage inventory.
• Support planning and coordination of corporate events and team activities.
• Prepare and track administrative documentation, reports, and expense records.
• Liaise with vendors and service providers for administrative and executive support needs.
• Draft correspondence, memos, executive summaries, and presentations.
• Assist in preparing PowerPoint presentations and reports for executive meetings or client engagements.
• Monitor project deliverables and assist in tracking deadlines and action items.
• Process expense reports and assist with budget tracking related to executive activities.
• Coordinate onboarding logistics for consultants, vendors, and visitors.
• Maintain organized digital and physical filing systems for confidential company records.
• Perform additional administrative duties as assigned.
QualificationsEducation & Experience
• Associate or Bachelor’s degree in Business Administration or related field preferred.
• Proven experience in executive administrative support, executive assistance, or project coordination roles.
• Experience supporting C-level executives strongly preferred.
Knowledge, Skills & Abilities
• Strong organizational and time management skills with the ability to prioritize effectively.
• High attention to detail and professionalism in handling confidential information.
• Excellent written and verbal communication skills in English and Spanish (fully bilingual required).
• Proficiency in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Experience with SharePoint, OneDrive, and document management systems.
• Experience with travel coordination and expense reporting systems.
• Strong interpersonal and customer service skills.
• Ability to work independently and collaboratively in a dynamic environment.
• Proactive, adaptable, and capable of managing shifting priorities with minimal supervision.
Working Conditions
• Office-based position with prolonged periods of sitting and computer use.
• Ability to sit or stand for extended periods.
• Frequent use of hands and fingers to operate a computer, telephone, and office equipment.
• Close vision required for computer work and document review.
• Ability to occasionally lift and/or move items up to 10 pounds.
• Moderate office noise environment (computers, phones, printers).
• Fast-paced work environment with frequent interruptions and shifting priorities.
• This position is on-site and based in Aguadilla, Puerto Rico.
What We Offer
• Competitive salary (DOE.)
• Health, dental, and vision benefits
• Professional training and development opportunities
• Opportunities to participate in the company stock options program
We Are an Equal Opportunity Employer
OcyonBio provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
If you are looking to contribute to a growing organization advancing next-generation therapies while building your career in a dynamic and collaborative environment, OcyonBio offers the opportunity to make a meaningful impact. Join us as we continue shaping the future of healthcare.
To learn more about us, please visit our website: https://ocyonbio.com