Office Manager, Executive Assistant to CEO and Project Coordinator for US business

Office Manager, Executive Assistant to CEO and Project Coordinator for US business

Office: USA  |  Location: US Site, REMOTE

• Company: Gamida Cell, Inc.
• Posting Title: Office Manager, Executive Assistant to CEO and Project Coordinator for US business
• Function: Commercial
• Location: Remote

Gamida Cell is a leader in advanced cellular therapies and hematopoietic stem cell transplantation, with two FDA approved therapies, Omisirge® (omidubicel-onlv) and APHEXDA® (motixafortide). Omisirge® is a nicotinamide (NAM) modified allogeneic hematopoietic progenitor cell therapy that is potentially curative for patients with hematologic malignancies. APHEXDA® is a CXCR4 antagonist with long receptor occupancy indicated in combination with filgrastim to mobilize hematopoietic stem cells to the peripheral blood for collection and subsequent autologous transplantation in patients with multiple myeloma.

General Scope and Summary

The Office Manager, Executive Assistant to Chairman and CEO, and the Project Coordinator for the US Business  is a pivotal role in supporting several teams and facilitating the seamless execution of the business in the USA. This role requires exceptional organizational skills, and the ability to work collaboratively with cross-functional teams.
The will report directly to the Head of the US Business.

Roles and Responsibilities

• Office Management:
  • Maintains and manages the company’s head office in Naples, Florida
  • Maintains and manages necessary corporate licensing files and processes with state governments
  • Establishes a process for project management tasks, communications, and tracking.
  • Supports functions with key research requirements, especially in the areas of business development projects, policy and reimbursement in transplant, cell therapy and other prioritized therapeutic areas.
  • Maintains and monitors key issues for the Executive Leadership team and for the US Leadership Team
  • Plans, coordinates and executes key customer and internal events including but not limited to symposiums, group meetings, and Executive and Board meetings
  • Engages and manages suppliers, contracts, vendor contracts, audio-visual, and on-site staffing.
  • Produces Virtual Events for select programming and works with confirmed speakers to schedule virtual event rehearsals and recordings. Conduct recordings via TEAMS and Zoom in accordance with established best practices.
  • Assist HR with on-boarding activities and orientation for new employees
  • Manages necessary support of medical Congresses and Conventions including registrations, meeting rooms, booth logistics, room blocks, etc
  • Coordinates necessary requirements for reporting, e.g., obtaining signatures, routing forms to subject matter experts, collating data inputs.

   

• Communication and Collaboration:
  • Initiates company-wide communications and supports key executives in engaging with internal and external stakeholders to support company culture
  • Serves as a liaison between various functions, fostering effective communication and collaboration.
  • Facilitates regular meetings, major conferences, and company meetings, ensuring that all relevant stakeholders are informed and aligned on project goals and timelines.
  • Maintains accurate and up-to-date project documentation, including project plans, status reports, and risk assessments.
  • Generates and distributes regular progress reports to project stakeholders and leadership.

   

• Resource Coordination:
  • Track and manage project budgets, expenses, and resource utilization.

   

• Administrative Support:
  • Manage administrative tasks such as travel arrangements, expense reporting, and procurement of project-related materials for CEO and Chairman and Head of US Business.
  • Assists in facilitating events, workshops, and training sessions as needed.
  • Provides extensive calendar management, coordinates internal and external meetings, arrange virtual meetings, and manage travel for Gamida-Cell’s CEO and Chairman as well as other key executives as required.
• Other duties as assigned.

Experience, Education and Specialized Knowledge and Skills

• Bachelor’s degree in life sciences or business-related field and 2 years of related work experience; OR
• 3 years of professional work experience in Project Coordination or Project Administrative support
• Expertise in Microsoft applications including Word, Excel, and PowerPoint required; expertise in one or more Project Management software/tools such as Smartsheet, Office Timeline or JIRA.
• Ability to pay close attention to detail with a high degree of accuracy.
• Problem solving and organizational skills, analytical thinking, and ability to work on multiple tasks independently as well as collaboratively in a team environment to meet tight deadlines.
• Self-starter who proactively moves tasks and project forward, can identify gaps and find solutions, and who keeps everyone informed.
• Strong preference for education or background in biotech or research setting.
• Excellent communication and interpersonal skills to facilitate collaboration across diverse teams.
• Strong organizational and multitasking skills, with a keen attention to detail.
• Ability to identify and summarize key takeaways, action items, and decisions from technical discussions.
• Proven experience in project coordination or administrative support.

Travel: Up to 10%

Reports to: Chief Commercial Officer and Head of the US Business

Base Salary Range: Gamida Cell considers a range of factors when determining base compensation and therefore the final compensation will vary depending on experience level.