Office Manager

As Team Assistant at Ascend, you will play a crucial role in proactively ensuring smooth running of Ascend’s Alachua office, supporting administrative workload to maximise the team’s productivity, co-ordinate internal events and site visits for customers and key stakeholders, and work closely with Ascend’s supporting departments both locally and globally on an interesting range of activities.

About Ascend: 

Ascend is pioneering the future of healthcare through relentless innovation, our forward-thinking company is on a mission to manufacture safe, efficacious, and scalable gene therapies. Our vision is to set a new standard for gene therapy manufacturing through continuous scientific and process innovation. Our teams, rooted in biopharma, possess regulatory knowledge and prioritize the quality and potency of manufacturing high-class products.

Our goal is to inspire the next generation of experts and breakthrough start-ups in the gene and cell therapy field. With a startup mindset and a track record of rapid growth, we aim to exceed boundaries and achieve continued success. Join us to pursue your passion and make a difference in the industry where there are no limits to what we can achieve.

Requirements

• Diary management, expense processing and travel management for COO (remote based on East Coast) and Head of Site.
• Schedule meetings for Alachua team members.
• Maintain office supplies and breakroom refreshment stock.
• Sort and distribute mail; ship outgoing packages.
• Support Business Development team with successful co-ordination of client visits.
• Maintain conference room schedules.
• Organize internal events of varying sizes- office lunches, receptions, summer and Christmas socials etc., (caterers, setup, cleanup)
• Assist off-site activities (local sponsorships, Board meetings).
• Reconcile purchasing credit card.
• Source and maintain stock of Ascend branded swag/apparel in the USA.
• Support Marketing team with storage and shipping of marketing collateral.
• Support conference registration arrangements.
• Process printing requests for USA based Ascenders (e.g. business cards).
• Manage FedEx account – reconciling receipts.
• Work closely with Finance and HR on administrative and onboarding / offboarding activities.
• Oversight of Alachua team’s occasional travel arrangements to ensure alignment with Ascend’s T&E policy, reviewing and approving associated invoices.
• Special projects as needed.
• Run miscellaneous errands, including shopping.

What you’ll bring:

• At least five years of administrative experience, ideally supporting at the team level
• Proven experience interacting with senior management and customers
• Strong interpersonal, written, and oral communication skills 
• Able to prioritise own workloads and to be able to work on one’s own initiative.
• Excellent organisational and administrative skills. Ability to multi-task.
• Strong proficiency in Microsoft Office 2010 - Word, Outlook, Excel, PowerPoint
• Polite, professional, customer-oriented telephone manner
• Excellent attention to detail, flexible, adaptable and prepared to be ‘hands on’ with a can-do attitude
• Ability to work as part of a team

Benefits

• Annual bonus
• 401k
• Medical, Dental, Vision, Life, Short-Term and Long-Term Disability, AD&D, and additional insurances.
• 20 days PTO
• 5 days Sick leave
• 6 weeks Parental Leave

Company Values:

Aim Higher – Our motto and values. 

• Quality by integrity - We set high standards, putting quality and evidence first to seek the best solutions.

• Adaptability is in our DNA - We are forward-thinking problem solvers, driven by the developing science and to deliver the best medicines.

• Serving patients by serving our partners - We can depend on each other, and on the organisation, to deliver goals and services.

To start your journey with us at Ascend, kindly submit your resume and a cover letter showcasing your qualifications and interest in the role. We value diversity and oppose discrimination. While we eagerly await all applications, we'll only reach out to selected candidates for interviews. Please note that successful candidates must be legally authorized to work in the United States and will undergo E-verify authentication. Thank you for considering joining our team as we shape the future together!