Executive Administrative Assistant

Qpex Biopharma•San Diego, CA

7d•$80,000 - $105,000•Onsite

About The Position

Qpex Biopharma is seeking a highly capable and self-motivated Executive Administrative Assistant to join our innovative team in San Diego, California. This on-site role is essential in supporting daily operations, streamlining processes, and fostering teamwork across the organization. The ideal candidate must be proactive and take initiative, is independent, detail-oriented, and skilled at making sound decisions with minimal supervision. The Executive Administrative Assistant must also possess excellent communication, written, and multitasking skills, providing critical support to leadership and multiple departments to ensure smooth and efficient office operations.

Requirements

Minimum of 8 years of experience as an administrative assistant or in a similar role in a Life Sciences company or closely related industry.
Proficiency in use of PC based computer with Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook).
Excellent organizational and time-management skills.
Strong written and verbal communication abilities.
Ability to handle sensitive information with discretion and maintain confidentiality.
Proactive problem-solving skills and the ability to work independently.

Nice To Haves

Familiarity and experience in a biotech or pharmaceutical company.
Experience with Sharepoint, and other server access programs.
Experience with creating PowerPoint presentations.
Undergraduate degree or certification in office administration or a related field is preferred.

Responsibilities

Provide proactive administrative assistance to executives and team members, including calendar management, scheduling meetings, and making travel arrangements.
Manage day-to-day office operations, including maintaining supplies, organizing workspaces, and coordinating office equipment maintenance.
Assist in the receiving and distribution of supplies, including pulling and providing packing slips to the accounting department
Oversee the reception area, welcoming visitors, and directing them to the appropriate personnel.
Prepare and edit company documents, reports, corporate policies and procedures, and presentations as needed.
Organize company events, All Hands, meetings, and conferences.
Manage and coordinate All Hands logistics.
Manage generating of purchase order requests and routing for approvals for Finance and Accounting department.
Assist Human Resources with onboarding and offboarding activities, including preparing documentation and scheduling orientations.
Register visitors to Qpex facility in parking and building access system.
Support Facilities department as needed with deliveries.
Support Program Management Group as needed with general tasks.
Order and stock kitchen items, refreshments; organize and order lunches for employee events and meetings.
Ensure a clean and organized office environment.
Serve as a primary point of contact for internal and external communications, screening and directing inquiries to the appropriate departments
Draft and distribute internal communications and announcements.
Assist with maintaining Qpex Sharepoint site.
Manage G&A project timelines and milestones.
Coordinate with senior management on projects related to special events, Board meetings, All Hands meetings, corporate events and meetings.
Set up paper and electronic filing systems to support finance/accounting and quality and clinical operations.
Maintain and organize physical and electronic files, ensuring confidentiality and accuracy.