Vapogenix: Office Administrator/Executive Assistant

Vapogenix, Inc., a clinical stage pharmaceutical development company, located near Loop 610 and Highway 288, is seeking an Office Administrator/Executive Assistant to provide general support to all office staff, including C-level executives. Responsibilities involve a wide range of tasks such as scheduling calls and meetings, travel arrangements (domestic and international), conference registration, expense reporting, drafting/revising documents, organizing/maintaining department and corporate files, answering phones, preparing/distributing correspondence and packages, ordering office supplies, furniture and computers, assisting with new employee on-boarding and routine accounting data entry for US and international entities. Maintaining confidentiality and the ability to multi-task are essential to the job. Proficiency in Microsoft Word, PowerPoint, Excel, Adobe, and managing electronic files for archive and retrieval required. Experience working in a highly regulated environment is desired. Working knowledge of QuickBooks is preferred, but not required.

Special projects and other tasks include:

  • Tracking monthly patent expenses and reconciling with quarterly invoices
  • Coordinating various aspects of locally-held Board of Directors and Scientific Advisory Board meetings
  • Working with landlord’s office manager regarding use of conference room, office maintenance and janitorial supplies.
  • Maintaining electronic data room during investment funding activities
  • Maintaining login credentials for various services, websites and grant-related entities
  • Gathering data and compiling quarterly Paid Time Off (PTO) reports
  • Coordinating various IT services with outside vendor
  • Other projects and responsibilities as needed
  • Approximate allocation of time spent on general duties:
    • 65% – General administrative
    • 15% – Accounting
    • 15% – HR
    • 5% – Special projects/Other tasks



  • High School diploma or GED, required
  • Some college work – preferred, not required


  • 15+ years as Executive/Administrative Assistant supporting C-Level executives, required
  • HR and Accounting/Payroll experience a plus, but not required

For more information contact:

Leave A Reply:

(optional field)

No comments yet.