Executive Administrative Assistant II

At KBI Biopharma, we are advancing science and accelerating breakthroughs. As a global leader in biopharmaceutical development and manufacturing, we empower life science companies to bring new medicines and vaccines to the world faster. Explore your potential at KBI, where innovation meets impact. 

Position Summary:

The Executive Administrative Assistant II handles a wide range of diversified and complex administrative and support duties. Working autonomously, you are a proactive, detail-oriented Administrative Specialist - a reliable, go-to team member who keeps operations running smoothly and supports key executives behind the scenes. If you’re a multitasking pro who thrives in fast-paced environments, enjoys bringing structure to chaos, and takes pride in being indispensable, this role is for you.

In this hybrid role, you’ll combine the best of both worlds: providing top-tier support to leadership while also managing day-to-day office and project coordination tasks. You’ll be part executive assistant, part project coordinator, and part problem solver - all critical to keeping our teams connected and our operations efficient.

EAII performs advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organization policies and practices, while exercising discretion in handling confidential, sensitive, and timely information to support the Executive suite. 

Responsibilities:

Executive & Administrative Support

• Manage complex executive calendars, schedule meetings, and coordinate logistics for a team of C-suite and Senior level executives. 

• Prepares the Executive for meetings by creating details that may include context, agenda, and attendee details in all calendar invites.

• Organize domestic and international travel arrangements

• Prepare presentations, reports, and meeting materials

• Will handle sensitive information. Trustworthiness, discretion, and the ability to maintain confidentiality are paramount.

• Maintain office systems, records, and supply inventory

Project & Operations Coordination

• Track project timelines, deliverables, and budgets

• Maintain project documentation and ensure stakeholders are aligned

• Support financial reporting, expense tracking, and vendor coordination

• Assist with internal communications and cross-functional workflows

• Develops and builds on strengths and relationships with team members for increased efficiency and responsiveness of existing operations and will help define new operational strategies by working with Executive Team and other admins on special projects

Event & Office Management

• Plan and execute internal events, meetings, and offsites

• Ensure day-to-day office operations are smooth and efficient

• Identify and implement workflow and process improvements

• Provide general support across teams and departments as needed

• Available for domestic travel to site events as required.

Problem-Solving & Flexibility

• Works to improve current processes and optimize organizational procedures for efficiency and productivity.

• Respond quickly to shifting priorities and last-minute requests

• Anticipate needs and proactively resolve issues before they escalate.

• Adapts to new systems, processes, and responsibilities with ease. Work across business channels to ensure communication and administrative activities are occurring and maintained from the Executive Suite down.

Requirements: 

• Associate or bachelor’s degree in business administration, project management, or related field preferred. Project coordination experience is a plus.

• Full-time, on-site position at KBI Venture Center in Durham, NC. Typical working hours will be 8AM – 5PM, with occasional extended hours and some flexibility to support all US timezones.

• Prior experience supporting Executive leadership is highly preferred. Proven experience in administrative or office management roles is required.

• Ability to operate computer applications (i.e., Microsoft Office/365, Intranet software, Concur Expense reporting, Adobe) with an interest and ability to learn additional programs as necessary. Ability to operate business equipment including personal computers, copy machines, conference room equipment, and telephones.

• High level of discretion and integrity with confidential information.

• Demonstrated ability to coordinate logistics and manage complex schedules.

• Comfortable balancing multiple tasks and shifting priorities. Exceptional organization and time management skills with the ability to manage multiple tasks simultaneously and prioritize effectively.

• High attention to detail and a proactive approach to problem-solving.

• Clear, professional written and verbal communication with the ability to interact professionally at all levels of the organization.

• Strong proficiency in Microsoft Outlook, Microsoft Teams, and other Microsoft Office applications.

• A positive, team-first attitude and ability to work independently. Polished soft skills:

  • Someone who is deeply passionate and driven, demonstrating a strong alignment with KBI’s mission, vision, and values.

  • Having both a "strategic" and "tactical" mindset: The ability to shift seamlessly between macro-level perspectives and micro-level details, enabling the ability to see the end goals but attend to the details.

  • Consistently motivated and engaged, eager to contribute meaningfully and make a difference. This individual typically goes beyond the call of duty, proactively seeks solutions to challenges, and inspires colleagues through their dedication and enthusiasm for achieving the collective goals of the team and organization.

Salary Range: $84,080 - $115,609

Salary range provided per current averages and expectations. The salary and job title for this opening will be based on the selected candidate’s qualifications and experience and may be outside this range. KBI has a robust total rewards strategy which includes an annual bonus structure for all employees, medical, dental, and vision coverage, paid PTO and holidays, 401K matching with 100% vesting in 60 days and employee recognition programs.   

About KBI: 

KBI Biopharma, Inc., a JSR Life Sciences company, is a global contract development and manufacturing organization (CDMO) providing fully integrated and accelerated drug development and biologics manufacturing services to life science companies. KBI supports its 500+ customers in advancing more than 160 drug candidates from preclinical and clinical stages to market, including the manufacture of ten commercial products. Recognized for quality manufacturing, KBI delivers robust process development and cGMP manufacturing services across its six global locations in the USA and Europe. For more information, visit www.kbibiopharma.com. 

KBI is a proud EEO/AA employer dedicated to building a diverse and inclusive workforce. We believe that innovation thrives in an environment where all voices are heard and valued. That's why we actively seek individuals from all backgrounds – regardless of race, color, national origin, religion, gender, gender identity, sexual orientation, age, disability, or veteran status – and strongly encourage all qualified candidates to apply and bring their unique perspectives to our team. 

KBI Biopharma is committed to providing a safe and healthy workplace. Any employee entering a KBI site located in the US must inform KBI Biopharma of their vaccination status and must submit their vaccination status. All vaccinated employees are required to provide proof of their COVID-19 vaccination, with a COVID-19 vaccination which has been granted FDA approval or Emergency Use Authorization.

KBI Biopharma, Inc. is an EEO/AA employer and actively seeks to diversify its work force. Therefore, all qualified applicants, regardless of race, color, national origin, religion, gender, gender identity, sexual orientation, age, disability or veteran status, are strongly encouraged to apply.

I understand that neither the completion of this application nor any other part of my consideration for employment establishes any obligation for KBI Biopharma, Inc. to hire me. If I am hired, I understand that either KBI Biopharma, Inc. or I can terminate my employment at any time and for any reason, with or without cause and without prior notice. I understand that no representative of KBI Biopharma, Inc. has the authority to make any assurance to the contrary.

I attest with my signature below that I have given to KBI Biopharma, Inc. true and complete information on this application. No requested information has been concealed. I authorize KBI Biopharma, Inc. to contact references provided for employment reference checks. If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for the denial of employment or immediate dismissal.