Administrative Assistant

Position: Admin Assistant, BiotechPay & BenefitsType: Full Time, Hybrid, SalariedLocation: San Diego, CA Pay: $70,000 - $100,000 (DOE)Healthcare: Healthcare stipend providedBenefits: 3 weeks paid vacation, 6 holidays + 1 floating holiday (7 total), equity eligibility after probation periodOur MissionBioSapien is a clinical stage biotechnology company pioneering minimally invasive drug delivery platforms designed to deliver treatment directly to the source, reducing side effects of cancer therapies, decreasing the need for frequent hospital visits, and improving patients' quality of life.Job SummaryBioSapien is looking for an experienced Administrative Assistant to keep our fast moving team organized, on schedule, and running smoothly. This is not an entry level role. We need someone who has worked in biotech before, understands the pace and demands of a clinical stage company, and can operate with minimal oversight from day one. You'll be the operational backbone of the team, managing schedules, documents, and communications so our scientists and leadership can stay focused on their respective work.Key Responsibilities Coordinate and schedule internal and external meetings, including calendar management for leadership and cross-functional teamsOrganize, file, and maintain company documents (physical and digital), ensuring version control and easy retrievalRetrieve and prepare documents as needed for meetings, audits, regulatory submissions, or leadership requestsAssist the Head of Operations in tracking ongoing tasks and projects across teams, following up to ensure deadlines are metPrepare and send documents for signature (e.g., via DocuSign or similar platforms), tracking completion statusAttend meetings to take detailed notes, capture key decisions, and assign/follow up on action itemsSupport personnel related administrative tasks (onboarding paperwork, records, scheduling) in coordination with a third-party HR firmMaintain confidentiality around sensitive scientific, financial, and personnel informationAssist with basic office management duties (supplies, vendor coordination, mail, scheduling facility needs)Create powerpoint slides and assist with deck buildingAssist in the coordination of lab and office supply ordering, vendor relationships, and basic facilities needsSOP maintenance, auditing, and authorshipSupport leadership with ad hoc administrative projects as the company growsSkills & QualificationsPrior experience working in the biotech or life sciences industry is requiredStrong organizational skills with the ability to manage multiple priorities and shifting deadlinesExcellent written and verbal communication skills, with strong note-taking and summarization abilityComfortable working independently and proactively; not a "wait to be told" mindsetProficiency with Google Workspace, DocuSign, and task management applications such as Monday.com.Discretion and professionalism when handling confidential company, scientific, or employee informationComfortable in a small-company, early-stage environment where responsibilities can shift and expandFamiliarity with basic HR administrative processes is a plusStartup experience is a plusExperience & EducationMinimum 3–5+ years of administrative, executive assistant, or office management experience, with a meaningful portion of that in a biotech, pharma, or life sciences companyBachelor's degree preferred but not required; equivalent professional experience in biotech/life sciences administration will be considered in place of a degree