{"id":2300849,"url":"https://alion.io/job/ubc-office-manager-executive-assistant","title":"Office Manager & Executive Assistant","company":{"id":7903,"name":"UBC","domain":"ubc.com","url":"https://alion.io/company/ubc","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"ADP","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["King of Prussia, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":44000,"max_usd":84000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1646},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"SharePoint","optional":true}],"status":"live","first_seen_at":"2026-09-14T19:22:00Z","employer_posted_date":"2026-09-14","last_verified_at":"2026-10-13T20:18:15Z","board_verified":true,"closed_at":null,"days_open":29,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":29},"description":"As a pharmaceutical support industry leader, UBC is devoted to empowering health solutions for a better tomorrow. We take pride in improving patient outcomes and advancing healthcare. At UBC we provide services to enhance the entire drug development process and commercialization lifecycle - From clinical trial support to real-world evidence generation.\nEmbark on a rewarding career journey with UBC! Grow your career while making a meaningful impact on the world around you. UBC fosters a culture built on our Core Values being: Collaborative, Conscientious, Curious, Consultative, and Compassionate. We believe in an inclusive workplace that fosters creativity.\nIf you are seeking a career that will challenge, inspire, and reward you, join us at UBC!\nBrief Description:\nThe Office Manager position provides on-site office support to the King of Prussia office, which is the Headquarters for UBC. This individual will be responsible for the smooth functioning and daily operations of the office. Will interact with clients and employees while on-site. Provides logistical support to office, including remedy requests, organization of fax/copy/mail area, ordering supplies, organization of onsite meeting logistics. Maintains general organization of the common spaces. Orders supplies and conducts special projects as assigned (e.g. department moves, project tracking).\nAdditionally, the Office Manager provides advanced administrative support to assigned members of the Senior Leadership Team. Handles invoicing process, coordinates procurement and accounts payable processes. Coordinates on boarding for new employees. Under the direction of leadership provides high-level administrative support and coordinates with internal/external parties to carry out necessary department functions.\nSpecific job duties:\nEnsure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment\nOversee day-to-day office activities as main point of contact and ensure coverage at the reception desk at all times\nAnticipate the needs of the office and the visitors and pro-actively champion a positive visitor experience \nMaintain active contact and relationships with the building management and other tenants at the KOP location\nProvide direct administrative support for assigned executives as needed, including scheduling appointments, calendar management, meetings, and events; booking travel; completing expense reports; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists\nOversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate catering/food deliveries when requested\nManage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested\nOversee visitors to the office and ensure a friendly, personal and professional experience\nPoint person for maintenance, mailing, shipping, supplies, equipment, bills, and errands\nMaintains inventory of office supplies; orders new supplies as needed.\nResponsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office\nOrganize office operations and procedures, including Safety protocols, adherence to fire and evacuation \nManage relationships with vendors, service providers, and landlord\nBasic understanding of Budgets and Billing process and ability to negotiate optimal rates/value\nWork with the wider team of Administrative Assistants/Exec Assistants/staff across UBC and pitch-in as and when needed for planning and support purposes\nFlexibility and willingness to collaborate and cover for support for other areas as needed\nResponsible for creating PowerPoint slides and making presentations\nPlan, manage and execute local company events\nStay up to date on local/ area specific information to better support and advise the leadership team for travel, dining and accommodation options\nResponsible for developing standards and promoting activities that enhance operational procedures and local employee engagement\nOther duties and tasks as assigned\nDesired Skills and Qualifications:\nBachelors Degree \nOn-site 5 days/week\nDemonstrated proficiency in Microsoft Word, Excel, PowerPoint, Teams/Sharepoint and Microsoft products\nMinimum 3-5 years of experience as an Office Manager\nMinimum of 3-5 years of experience as an Executive Assistant\nStrong organizational and time management skills required\nExcellent written and oral communication skills essential for professional phone and personal contacts\nAbility to keep sensitive information confidential is critical\nAbility to work independently and in a team environment\nKnowledge of business operations and policies is helpful\nStrong ability to multitask, high degree of flexibility and people skills\nSelf-starter and pro-active with a focus on customer service\nAt UBC, employee growth and well-being are always at the forefront. We offer an extensive range of benefits to ensure that you have everything you need to thrive personally and professionally.\nHere are some of the exciting perks UBC offers:\nRemote opportunities\nCompetitive salaries\nGrowth opportunities for promotion\n401K with company match*\nTuition reimbursement (after 90 days of employment)\nFlexible work environment\nDiscretionary PTO (Paid Time Off) OR 20 days PTO *note: JD should include one or the other.\nPaid Holidays\nEmployee assistance programs\nMedical, Dental, and vision coverage\nHSA/FSA\nTelemedicine (Virtual doctor appointments)\nWellness program\nAdoption assistance\nShort term disability (after 90 days of employment)\nLong term disability\nLife insurance\nDiscount programs","description_format":"text","description_chars":5831,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":3,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":true},"security_clearance":false,"languages":[]},"benefits":["401k plan","Company events","Flexible schedule","Growth opportunities","Life insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Clinical Trial Services (CRO)","Health Data & Interoperability","Healthcare & Life Sciences Consulting"],"lifecycle":[{"event":"open","at":"2026-10-11T21:06:48Z"}],"visa":[],"liveness":{"score":54,"band":"ok","label":"Likely open","p_open":1,"p_active":0.725,"p_room":0.75,"age_days":28,"expected_fill_days":30,"reasons":["conf:3","win:late"],"computed_at":"2026-10-13T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/ubc-office-manager-executive-assistant","json_url":"https://alion.io/job/ubc-office-manager-executive-assistant.json","meta":{"generated_at":"2026-10-13T21:40:33Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":33179,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-14T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":7903},"rest":"https://alion.io/mcp/rest/get_company?id=7903"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fubc-office-manager-executive-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fubc-office-manager-executive-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fubc-office-manager-executive-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/ubc-office-manager-executive-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fubc-office-manager-executive-assistant"}]}