Virtual Assisant

Orgenesis is seeking a highly organized, proactive, and detail-oriented Virtual Assistant to provide administrative, operational, and project support across multiple departments. This role supports executives, finance, clinical operations, business development, research teams, and strategic partners involved in advancing cell and gene therapy solutions through Orgenesis' global POCare™ platform. The successful candidate will manage schedules, communications, documentation, reporting, and special projects while ensuring efficient day-to-day operations in a fast-paced biotechnology environment.

Orgenesis operates within the advanced therapy and cell and gene therapy sector through its POCare™ platform, collaborating with hospitals, research institutions, and healthcare organizations worldwide. Essential Responsibilities
Administrative Support
Manage executive calendars, meetings, appointments, and travel arrangements. Coordinate virtual meetings, webinars, and conference calls.

Prepare meeting agendas, presentations, reports, and meeting minutes. Maintain organized electronic filing systems and company records. Handle confidential correspondence and sensitive business information.

Screen emails, prioritize communications, and respond on behalf of management when appropriate. Executive Support
Provide direct administrative assistance to senior leadership. Track deadlines, action items, and project milestones.

Assist with board meeting preparation and executive reporting packages. Support strategic initiatives and cross-functional projects. Coordinate communication between internal teams and external stakeholders.

Project Coordination
Monitor project timelines and deliverables. Assist in organizing project documentation and status reports. Coordinate activities among clinical, research, operations, and business teams.

Support implementation of new processes and operational improvements. Maintain project tracking systems and databases. Business Operations Support
Assist with vendor management and procurement documentation.

Support contract administration and document control processes. Prepare expense reports, purchase requests, and reimbursement documentation. Coordinate onboarding activities for new employees and consultants.

Support quality and compliance documentation as needed. Communication Management
Draft professional correspondence, presentations, and reports. Maintain contact databases and distribution lists.

Coordinate communication with hospitals, research institutions, technology partners, and vendors. Monitor shared mailboxes and ensure timely responses to inquiries. Support internal communications and company announcements.

Data Entry and Reporting
Enter and maintain accurate information within company systems. Generate reports, dashboards, and operational summaries. Track departmental metrics and key performance indicators.

Perform internet research and gather information for management decision-making. Assist with audit preparation and document collection. Customer and Stakeholder Support
Respond professionally to customer, partner, and vendor inquiries.

Coordinate scheduling and logistics for client meetings. Maintain positive relationships with internal and external stakeholders. Escalate issues appropriately and follow through to resolution.

Required Qualifications
Education
High school diploma or equivalent required. Associate's or Bachelor's degree in Business Administration, Communications, Healthcare Administration, or related field preferred. Experience
2+ years of virtual assistant, executive assistant, administrative assistant, or operations support experience.

Experience supporting multiple executives or departments preferred. Experience in biotechnology, healthcare, pharmaceutical, life sciences, or medical environments is a plus. Technical Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Experience with Microsoft Teams, Zoom, Google Workspace, and project management software. Strong internet research and data management skills. Experience with CRM, ERP, or document management systems preferred.

Ability to quickly learn new software platforms. Preferred Qualifications
Experience supporting global or remote teams. Familiarity with healthcare, biotechnology, or clinical research operations.

Knowledge of document control and compliance procedures. Experience managing executive calendars and international scheduling. Understanding of confidentiality requirements within regulated industries.

Core Competencies
Exceptional Organizational Skills
Attention to Detail
Time Management
Professional Communication
Multitasking Ability
Problem Solving
Initiative and Self-Motivation
Adaptability
Confidentiality and Discretion
Customer Service Orientation
Collaboration and Teamwork
Key Performance Indicators (KPIs)
Calendar Accuracy and Scheduling Efficiency
Meeting Coordination Success Rate
Timeliness of Administrative Deliverables
Document Accuracy
Executive Satisfaction
Response Time to Inquiries
Project Tracking Accuracy
Data Entry Quality
Compliance with Internal Procedures
Physical Requirements
Ability to work remotely using a computer for extended periods. Ability to communicate effectively via phone, video conference, and email. Ability to manage multiple priorities in a fast-paced environment.

Occasional travel may be required based on business needs.

Benefits

Health & Wellness
Comprehensive Medical Insurance
Dental Insurance
Vision Insurance
Prescription Drug Coverage
Employee Assistance Program (EAP)
Health Savings Account (HSA)
Flexible Spending Account (FSA)
Wellness Programs
Financial Benefits
Competitive Salary
Annual Performance Bonus Eligibility
401(k) Retirement Plan with Company Match
Life Insurance
Accidental Death & Dismemberment Insurance
Short-Term Disability Coverage
Long-Term Disability Coverage
Paid Time Off
Paid Vacation
Paid Holidays
Sick Leave
Personal Days
Bereavement Leave
Jury Duty Leave
Professional Development
Training and Development Programs
Tuition Assistance Programs
Certification Reimbursement
Career Advancement Opportunities
Industry Conference Participation
Work-Life Balance
Remote Work Opportunities
Flexible Scheduling
Employee Recognition Programs
Collaborative Global Work Environment
Equal Employment Opportunity Statement
Orgenesis is committed to creating a diverse and inclusive workplace. Employment decisions are based on qualifications, merit, business needs, and individual performance without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, genetic information, or any other status protected by applicable law.