Office Manager

Office Manager duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all office manager duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.


  • Answer and direct phone calls
  • Organize and schedule meetings and appointments including coordinating in-person meetings, conference rooms and telecons
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Write letters and emails on behalf of other office staff
  • Develop and maintain filing systems (online, paper)
  • Assist in the preparation of regularly scheduled reports
  • Submit and reconcile expense reports
  • Receive and file invoices
  • Research and create presentations
  • Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Coordinating expense reports and receipt reconciliation
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Book travel arrangements including but not limited to: Scheduling flights, rooms, transportation, couriers, hotels etc.
  • Handle sensitive information in a confidential manner
  • Collect, create and distribute agenda
  • Take accurate minutes of meetings
  • Reply to email, telephone or face to face inquiries
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Social media updates
  • Receive, sort and distribute the mail
  • Manage staff appointments
  • Maintain up-to-date employee holiday records
  • Coordinate repairs to office equipment
  • Greet and assist visitors to the office
  • Photocopy and print documents on behalf of other colleagues


  • Proven admin or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 7 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred

Administrative Assistant top skills & proficiencies:

  • Reporting Skills
  • Administrative Writing Skills
  • Microsoft Office Skills
  • Analysis
  • Professionalism
  • Problem Solving
  • Supply Management
  • Inventory Control
  • Verbal Communication
  • Office Administration Procedures
  • Typing Skills
  • Attention to Detail
  • Accuracy
  • Multitask
  • Telephone Skills
  • Teamwork
  • Discretion and Judgment
  • Patience

Program Manager:

This position is responsible for the management of strategic projects/programs related to operations both clinical and corporate operations. In concert with leadership, this person is accountable for achieving successful delivery of Curevo Vaccine’s clinical team activities at the project level by meeting organizational and regulatory requirements according to time, quality/scope and budget constraints. This position will also provide support for CMC framework, project management of multiple project work-streams, assist with the development and management of PM materials for work-streams and supports coordination and management of external service providers and other outsourcing needs for current and future clinical trials.


  • CMC development, management and logistical planning
  • Clinical sample management
  • Provides support and expertise in developing effective clinical contractual agreements, budgets, proposals and actively manage clinical contractual obligations.
  • Effectively communicates, develops and cultivates operationally excellent internal cross-departmental and external service provider relationships to enable advancement of clinical development programs.
  • Negotiates change orders and ensures service providers adhere to contract terms. Reviews invoices against vendor contracts to ensure accuracy and service completion.
  • Generates Request for Information (RFIs), Request for Proposal (RFPs) and budget grids/trackers for clinical trials, and assist Clinical Operations Management with the service provider selection process including bid comparison analysis.
  • Coordinates bid defenses and proposal review meetings.
  • Assists Clinical Operations Management with creating clinical trial budgeting models
  • Assist management with audits of contract and sourcing records to ensure accuracy and completeness.
  • Assists in the development, improvement and implementation of processes and tools related to outsourcing activities including a database for identifying and maintaining current and potential service providers.
  • Manages contract activities for multiple clinical development programs, completing site and vendor contracts accurately, consistently, and in a timely manner, including the transition of certain activities from Curevo to Clinical Research Organizations (CRO) and management of associated CRO activities.
  • With the support of Curevo legal counsel resources, manages the contract negotiation process
  • Supports the day-to-day activities of multiple areas in complex processes.
  • Supports and manages general and departmental ad hoc projects as required.

Minimum Qualifications

  • Required BA/BS in related discipline, a combination of relevant education and applicable job experience may be considered.
  • 6 years of related experience in a Biotech or Pharmaceutical organization.
  • Solid understanding of drug development and clinical operations
  • Ability to prepare/negotiate external provider master service agreements, work/change orders, etc. and track for clinical operations.
  • Must demonstrate an understanding of clinical site and vendor budgets and payment terms.
  • Experience in RFI/RFP development, proposal evaluation, and contract and budget management.
  • Excellent organizational and time management skills and strong attention to detail, with proven ability to handle multiple tasks efficiently and effectively.
  • Excellent computer skills including advanced knowledge in MS Excel, Word, PowerPoint and Outlook.
  • Must be a self-starter who works with minimal supervision.
  • Works effectively in a matrix cross-functional environment.
  • Good business judgment and a strong understanding of the unique aspects of clinical financials.
  • Degree Requirement: Bachelor’s degree in related area and/or equivalent experience/training.
  • Required 4 – 7 years of related experience.

Please submit your cover letter and CV to: with the job of interest in the subject field.