Office Manager/Commercial Support

position title

OFFICE MANAGER & Commercial Support

reports to

VP, HR

Location

Office based in Charlotte, NC

Work hours

Full time

Role Summary: Milestone Pharmaceuticals, a growing company, is looking for an organized and team-oriented person to join our support team, handling a variety of administrative and office management activities for our US Headquarters Office in Charlotte, NC. At Milestone, you will have a chance to join a small team of highly dedicated people who strive to develop drugs that will improve patients’ lives.
Flexibility- Monday-Thursday in office with Fridays remote. Flexibility required based on business needs.
The Charlotte-based office team currently consists of approx. 10 people, many of whom travel with regularity (so a small team on any given week). The office does host remote team members to the office with regularity including larger groups visiting every few months.

duties and responsibilities

Core Responsibilities

• Assist the daily business working of the office which includes managing office supplies, maintaining a clean and well stocked kitchen, running occasional errands, inventorying various equipment, managing mail and parcels
• Act as point of contact for the office including interacting with the landlord and facilities management for maintenance issues and IT vendor for IT issues, etc.;
• Host team members and visitors by greeting people in a professional, welcoming and helpful way;
• Provide general administrative support to team members working in our Charlotte office;
• Help with scheduling, coordination and logistical execution of in-person meetings in our Charlotte office or nearby hotel locations,
• Proactively test office systems, including conference room equipment, to ensure they are working properly;
• Organize lunches, dinners and local team events;
• Work collaboratively and flexibly as a member of the administrative team supporting the entire company;
• Recognize when in possession of sensitive information and manage appropriately.

Beyond Core Responsibilities (any of the following areas pending candidate capabilities)

• Human Resources Department support including for onboarding/off boarding tasks.
• IT support - attend weekly IT meeting, keep equipment inventory, assess team IT needs and report issues to head of IT. Also acts as a point of contact for IT vendor support with an interest and aptitude of problem-solving basic computer issues.
• Administrative support for remote team members.

Commercial Support

• Executive support to the Commercial department.
• Support Commercialization efforts.
• Coordinate offsite meetings and employee logistics.
• Potential Travel up to 25%.

REQUIREMENTS, SKILLS AND EXPERIENCE

• A welcoming, positive, team oriented, “can do” attitude;
• Look and act in a professional manner including ability to avoid and reduce “office drama”;
• Prior experience as an Office Manager, Administrative Assistant or other service role;
• Experience in event planning and organizing gatherings internally and externally;

• Resourceful and adept to work in a small, entrepreneurial environment with limited supervision;

• Excellent written and verbal communication abilities;
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and PowerPoint
• Knowledge of video conferencing tools such as Zoom and Teams

Milestone Pharmaceuticals is an equal opportunity employer

EEOC Statement: Milestone believes in a diverse environment and is committed to equal employment opportunities for all its employees and qualified applicants. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status. Milestone will make reasonable accommodation for qualified individuals with known disabilities in accordance with applicable law.

Disclaimer: The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, but rather are intended only to describe the general nature of the position.

REQUIREMENTS, SKILLS AND EXPERIENCE

• A welcoming, positive, team oriented, “can do” attitude;
• Look and act in a professional manner including ability to avoid and reduce “office drama”;
• Prior experience as an Office Manager, Administrative Assistant or other service role;
• Experience in event planning and organizing gatherings internally and externally;

• Resourceful and adept to work in a small, entrepreneurial environment with limited supervision;

• Excellent written and verbal communication abilities;
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and PowerPoint
• Knowledge of video conferencing tools such as Zoom and Teams

Milestone Pharmaceuticals is an equal opportunity employer

EEOC Statement: Milestone believes in a diverse environment and is committed to equal employment opportunities for all its employees and qualified applicants. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status. Milestone will make reasonable accommodation for qualified individuals with known disabilities in accordance with applicable law.

Disclaimer: The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, but rather are intended only to describe the general nature of the position.

​​​​​​​

REQUIREMENTS, SKILLS AND EXPERIENCE

• A welcoming, positive, team oriented, “can do” attitude;
• Look and act in a professional manner including ability to avoid and reduce “office drama”;
• Prior experience as an Office Manager, Administrative Assistant or other service role;
• Experience in event planning and organizing gatherings internally and externally;

• Resourceful and adept to work in a small, entrepreneurial environment with limited supervision;

• Excellent written and verbal communication abilities;
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and PowerPoint
• Knowledge of video conferencing tools such as Zoom and Teams ​​​​​​​

Milestone Pharmaceuticals is an equal opportunity employer

EEOC Statement: Milestone believes in a diverse environment and is committed to equal employment opportunities for all its employees and qualified applicants. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status. Milestone will make reasonable accommodation for qualified individuals with known disabilities in accordance with applicable law.

COVID-19 VACCINATION POLICY: All Milestone employees, regardless of work location, must be fully vaccinated for COVID-19. This requirement includes a booster dose once eligible. Requests for exemption for medical or sincerely held religious beliefs will be considered.

EEOC STATEMENT: Milestone believes in a diverse environment and is committed to equal employment opportunities for all its employees and qualified applicants. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status. Milestone will make reasonable accommodations for qualified individuals with known disabilities in accordance with applicable law.