Senior Executive Assistant, Business Management

Simtra BioPharma Solutions (Simtra) is a world-class Contract Development Manufacturing Organization, partnering with pharmaceutical and biotech companies to bring their sterile injectable products to market. With facilities in Bloomington, Indiana, US and Halle/Westfalen, Germany, we offer a wide range of delivery systems including pre-filled syringes, liquid/lyophilized vials, diluents for reconstitution, powder-filled vials and sterile crystallization.  

Our product types include biologics and small molecules, cytotoxics, highly potent compounds, diluents for reconstitution and vaccines – which are all directly injected into patients worldwide.  As such, there is a strong emphasis on quality and continuous improvement at Simtra.  We hold ourselves to the highest quality and regulatory standards.

While our primary focus is cGMP manufacturing, we offer many support services including formulation and development, lyophilization optimization, global regulatory support and secondary packaging.  Our teams are driven to help clients scale, innovate and bring life-changing medicines to patients worldwide.

Why join Team Simtra? Because we:

Make it HAPPEN – We bring a growth mindset to every opportunity, developing new skillsets and exceeding our expectations and those of our customers.

Make it TOGETHER – We work as one, respecting each voice and tapping into our unique strengths across teams—so we can solve problems in new ways.

Make it RIGHT – We hold ourselves to a high standard of excellence, fulfilling our commitments to the customer, their patients, and our team members.

Make it COUNT – We take pride in our day-to-day work, knowing the impact we make – taking on challenges big and small to improve patient health.

This role:

The Senior Executive Assistant provides administrative and client-hosting support to the Business Management Department. This position works closely with senior management, customers, local management and other administrators to ensure timely quality delivery of tasks. This position reports to the Director of Business Management. 

The responsibilities:

• Play a key role in facilitating a positive guest experience while visiting Simtra. Responsible for partnering with site security, hosts, and site leadership to ensure that guest pre-registration, welcome upon arrival at Simtra, and hospitality during the duration of a guest’s visit reflects Simtra’s position as a premier CDMO.
• Proactively anticipates administrative needs of the team and independently handles administrative issues.
• Handles confidential, highly sensitive business information.
• Leads various projects as assigned, advises of status, and completes project with minimal direction.
• Create documents with minimal direction and review, such as reports, letters, memos, mail merge and other correspondence. This may also include preparation of special reports.
• Create PowerPoint Presentations for both internal and external customers with minimal direction and review from raw data, including incorporating charts, graphs, clipart, and scanned objects.
• Create Excel spreadsheets with minimal direction and review from raw data, including charts, graphs, formulas, and database applications.
• Be the communication liaison for all of Business Management department operating mechanisms.
• Manage electronic calendars and resolves all conflicts and maintains a smooth flow of schedules.
• Coordinate all travel arrangements.
• Screen calls in a professional manner.
• Complete expense reports according to policy and monitor reimbursement.
• Coordinate meetings; designs and implements the appropriate purchasing process for all meeting vendors, negotiates with hotels when meeting department is not contracted, follows through on all facets of meeting details, communicates to attendees, monitors deadlines, troubleshoots and handles special requests.
• Maintain regular interaction with vendors/individuals with whom the department routinely does business.
• Distribute mail, faxing, filing, photocopying, orders supplies.
• Provide back-up support to other onsite administration needs.
• Maintain client office areas and ensures appropriate marketing materials are available.

Desirable qualifications:

• High school diploma or GED required, Associates Degree or Bachelor’s degree highly preferred
• Administrative background required with five (5) or more years experience in a support role
• Corporate administrative support experience of at least three (3) years preferred
• Computer proficiency in Microsoft Word, Excel, and Outlook and the ability to use enterprise software (examples include: JDE, BPLM, Pilgrim, Trackwise, etc.)
• Meeting planning experience on a management level preferred
• Knowledge of healthcare industry preferred

Physical / Safety Requirements:

• Duties may require overtime work, including nights and weekends.
• Position requires sitting for long hours, but may involve walking or standing for periods of time.
• Must be able to lift, push/pull, and carry up to 40 pounds.
• Use of hands and fingers to manipulate office equipment is required.

In return, you’ll be eligible for [1]:

• Day One Benefits
• Medical & Dental Coverage
• Flexible Spending Accounts
• Life and AD&D Insurance
• Supplemental Life Insurance
• Spouse Life Insurance
• Child Life Insurance
• Short and Long-Term Disability Insurance
• 401(k) Retirement Savings Plan with Company Match
• Time Off Program
• Paid Holidays
• Paid Time Off
• Paid Parental Leave and more
• Adoption Reimbursement Program
• Education Assistance Program
• Employee Assistance Program
• Community and Volunteer Service Program
• Additional Benefits
• Voluntary Insurance Benefits
• Vision Coverage
• Accident
• Critical Illness
• Hospital Indemnity Insurance
• Identity Theft Protection
• Legal and more
• Onsite Campus Amenities
• Workout Facility
• Cafeteria
• Credit Union

[1] Current benefit offerings are in effect through 12/31/25

Disclaimer

This job description is intended to provide the minimum knowledge, skills and abilities necessary to perform the job.  It may not be inclusive of all the duties and responsibilities of the job.  Simtra reserves the right to make modifications based on business requirements.

Equal Employment Opportunity

Simtra is proud to be an equal opportunity employer. Simtra evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.

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