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 for early development, pre-clinical, clinical, and commercial start. We behave more like a cGMP incubator space with all regulatory, systems capabilities, and resources to enable CMC data to support regulatory applications. Manufacturing and development spaces are designed to be autonomous while being interconnected to systems required to support clinical and commercial requirements.

We strive to create a space free of both explicit and implicit discrimination and harassment where everyone 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.

The Executive Administrative Assistant (Temporary) 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, maintaining effective communication, documentation, and coordination across internal and external stakeholders. The ideal candidate will demonstrate discretion, professionalism, and strong organizational skills to manage multiple priorities efficiently.

Responsibilities

• Assist the CEO with confidential document drafting, review, and filing.

• Coordinate travel arrangements including flights, accommodations, and logistics.

• Organize and manage the CEO’s calendar, meetings, and appointments.

• Arrange corporate lunches, catering, and other hospitality logistics.

• Maintain office supplies and perform food and beverage inventory management.

• Make the 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 needs.

• Draft correspondence, memos, and executive summaries for internal or external distribution.

• Assist in preparing PowerPoint presentations or reports for internal meetings or client engagements.

• Monitor project deliverables and assist in tracking deadlines and action items for the CEO.

• Handle expense reports and assist with budget tracking related to executive activities.

• Coordinate onboarding or logistical support for consultants, vendors, or visitors.

• Maintain accurate filing systems (digital and physical) for confidential company records.

• Perform other related administrative duties as assigned.

Qualifications

• Associate or Bachelor’s degree preferred in Business Administration or a related field.

• Proven experience in administrative support, executive assistance, or project coordination roles.

• Strong organizational skills with the ability to multitask and prioritize effectively.

• High attention to detail, discretion, and professionalism in handling confidential information.

• Excellent written and verbal communication skills in English and Spanish.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Experience with calendar management tools, document management systems, and travel coordination.

• Ability to work independently and collaboratively in a fast-paced environment.

• Strong interpersonal skills and customer service orientation.

• Proactive, adaptable, and capable of managing changing priorities with minimal supervision

• Fully bilingual (English and Spanish) is Required.

Technical Skills

• Proficiency in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams).

• Experience with SharePoint, OneDrive, and other document management tools.

• Familiarity with travel and expenses

• Strong digital communication and scheduling capabilities.

Working Conditions

OFFICE POSITION – While performing the duties of this job, the employee is required to:

• Sit or stand for extended periods; talk, hear, and use hands and fingers to operate a computer, telephone, and other office equipment.

• Possess specific vision abilities required by this job, including close vision for computer work and reading documents.

• Occasionally lift and/or move up to 10 pounds.

• Work in a moderate noise environment (e.g., standard business office with computers, phones, and printers).

• Maintain focus and productivity in a fast-paced environment with frequent interactions and shifting priorities.

• Perform sedentary work involving sitting most of the time. Sedentary work entails exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

• This role is On-site and based in Aguadilla, Puerto Rico.

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 want to challenge yourself, accelerate your career, and give new hope to patients, there is no better place than here with our Cell Therapy team. Full of incredible and dedicated team members, those working on CAR-T and other forms of Cell Therapy are transforming patients' lives through science. From studying individualized cell lines to making brand new discoveries, this bold and personal discipline allows you to grow your career while making a lasting impact on the field of medicine. Join us today.

To learn more about us, please visit our website:

Full-time