HR & Administration Executive

Job Description: HR & Administration Executive

WHY XOGENE

At Xogene, we're revolutionizing the future of clinical trial transparency through AI-powered solutions. Join our team of experts who are transforming how leading pharmaceutical and life sciences companies navigate regulatory compliance. If you're driven by solving complex problems in a professional environment focused on meaningful and rewarding work, we want to hear from you.

POSITION OVERVIEW

Xogene combines regulatory expertise with advanced technology to automate complex processes in clinical trials disclosure. Our software streamlines workflows through AI and agentic networking capabilities, improving data transformation and regulatory compliance for leading pharmaceutical and life sciences companies. We're committed to advancing technological solutions in clinical trial transparency.

As we continue to expand, we are looking for an organized, proactive, and people-oriented professional to manage day-to-day office administration while supporting core HR functions. This role best suited to someone who enjoys operational work - keeping the office running smoothly and has an interest in people processes such as recruitment coordination, onboarding, and employee engagement.

KEY TASKS AND RESPONSIBILITIES

• Manage front-desk operations, vendor coordination, and office supplies/inventory
• Oversee facility management - housekeeping, maintenance, and utilities coordination
• Handle travel bookings, and logistics for employees
• Maintain office administrative records, AMC contracts, and vendor invoices
• Coordinate with facility management for repairs and upkeep
• Support event and meeting logistics (internal events, offsites)
• Manage expense tracking, and basic administrative budgeting
• Ensure compliance with office safety, licensing, and statutory administrative requirements
• Assist with end-to-end recruitment coordination - scheduling interviews, coordinating with candidates and hiring managers
• Support onboarding and induction for new employees (documentation, ID cards, welcome kits, orientation logistics)
• Maintain employee records, attendance, and leave tracking in HRMS
• Assist with offboarding formalities and exit documentation
• Coordinate employee engagement activities and internal communications
• Assist with payroll inputs coordination (attendance, leaves, reimbursements) as needed

REQUIREMENTS

• Degree holder in Human Resources, Business Administration, or any related disciplines
• 2-3 years of relevant experience in office administration, with some exposure to HR functions
• Competence with standard IT tools (e.g., Microsoft Office)
• Strong work ethic and ability to work independently in a fast-paced environment
• Strong organizational and multitasking skills with high attention to detail
• Good communication skills - written and verbal
• A proactive, hands-on, get-it-done attitude
• Comfortable balancing operational tasks with people-focused responsibilities

WHAT WE OFFER

• Opportunity to build cross-functional experience across Admin and HR
• Mentorship from industry experts working at the intersection of AI technology and business strategy
• Clear career progression path with increasing responsibility as skills develop
• Competitive compensation package including comprehensive benefits
• A results-oriented culture that values innovation, responsibility, and professional excellence