Administrative Assistant

3DBioFibR Inc.; Halifax; On-site; CAD 45,000 - 55,000; Full time

Job summary

A biotechnology company in Halifax is seeking an experienced Administrative Assistant. The successful candidate will provide administrative support to senior leadership, manage calendars, and coordinate travel. A bachelor’s degree and prior administrative experience are preferred. This is a fast-paced role offering growth opportunities in a mission-driven environment.

Qualifications

• Bachelor’s degree preferred; training or certification in business or office administration is an asset.
• Prior administrative experience preferred; experience in the life sciences industry is an advantage.
• Proven experience with calendar management, complex scheduling, and coordinating travel itineraries.

Responsibilities

• Provide day-to-day administrative support to the Brand & Office Manager.
• Manage calendars and coordinate meetings across multiple time zones.
• Arrange domestic and international travel for the CEO and leadership team.

Skills

Calendar management

Proficiency with Microsoft Office

Strong written and verbal communication

Organizational skills

Interpersonal skills

Education

Bachelor’s degree

Training or certification in business or office administration

Job description

Company Description

3DBioFibR Inc. utilizes patented dry‑spinning technology to produce collagen fibers that mimic the biomechanical and biochemical properties of natural collagen. With a fully automated manufacturing system, the company is the first to achieve commercial‑scale production of these fibers. Applications of their collagen fibers include 3D bioprinting, hydrogels, and cellular scaffolds for 2D and 3D cell and tissue culture. The innovative solutions provided by 3DBioFibR drive advancements in tissue engineering and regenerative medicine.

Role Description

This is a full‑time on‑site role for an Administrative Assistant located in Halifax, NS.

Join 3DBiofibR as an Administrative Assistant and play a hands‑on role in a fast‑scaling, mission‑driven company. You’ll be the operational engine for the Brand & Office Manager and senior leadership, owning calendar complexity, global travel, cross‑functional coordination, and the systems that keep us moving at pace. This is a high‑visibility, high‑impact role for a proactive, resourceful self‑starter who thrives on variety, rapid change, and the opportunity to grow with the business.

A bachelor’s degree is preferred; experience or interest in the life sciences sector is an asset but not required.

Key Responsibilities

Executive & Administrative Support

• Provide day‑to‑day administrative support to the Brand & Office Manager and senior leadership team.
• Manage calendars and coordinate meetings across multiple time zones, ensuring effective prioritization and preparation.
• Arrange domestic and international travel for the CEO and leadership team, including flights, accommodations, transportation, and conference logistics.
• Draft, edit, and format correspondence, presentations, and reports with clarity and professionalism.
• Assist with preparation, organization, and version control of company documents within internal management systems.
• Maintain and improve digital filing systems and shared drives to ensure easy access to key corporate documents.
• Support cross‑functional coordination by helping schedule team meetings and track progress on key initiatives.
• Handle office and laboratory‑related purchases, ensuring approval workflows, accurate documentation, and alignment with expense tracking processes.
• Coordinate shipping and receiving of materials, including lab supplies, office equipment, vendor deliveries, and global shipments supporting contract fulfillment.
• Maintain records of purchases, shipments, and related documentation to support compliance and financial reporting.
• Assist the Brand & Office Manager with administrative components of non‑dilutive funding claims, including gathering supporting documents, preparing submissions, and tracking deadlines.
• Support grant reporting by preparing draft materials, compiling data from internal teams, and ensuring submissions meet formatting and compliance requirements.

Qualifications & Skills

• Bachelor’s degree preferred; training or certification in business or office administration is an asset.
• Prior administrative experience preferred; experience in the life sciences industry is an advantage.
• Proven experience with calendar management, complex scheduling, and coordinating travel itineraries.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Strong written and verbal communication skills, with the ability to prepare clear and professional documents.
• Excellent organizational and time‑management skills, with the ability to manage multiple priorities in a fast‑paced environment.
• High level of discretion, judgment, and integrity when handling sensitive or confidential information.
• Strong interpersonal skills and the ability to work effectively with internal and external stakeholders.