Executive Assistant & Office Manager

Bioptimus; Paris; On-site; EUR 65,000 - 90,000; Full time

Job summary

Bioptimus in Paris is seeking an Administrative Business Partner to act as an operational engine for leadership and workplace experience. This role is highly visible, hands-on, and centralized in supporting the COO and executive team.

You will manage executive calendars, travel, events, onboarding, and cross-functional follow-through using Notion and AI productivity tools. Fluent French and English are required, with 2–4 years in startup operations or executive support.

Qualifications

• 2–4 years of experience in executive support, startup operations, office management, or high-growth tech environments.
• Proven tech fluency across Slack, Google Workspace, Notion, and AI productivity tools.
• Native/fluent in French and professional English (written and verbal).
• Strong calendar, travel, and project-management capabilities.

Responsibilities

• Manage complex calendars and travel for COO/CEO in a fast-changing environment.
• Coordinate events, rituals, and culture logistics from concept to on-site execution.
• Own admin workstreams across HR, legal, and ops, driving tasks to completion.
• Lead onboarding logistics and maintain office operations and supplies.

Skills

High agency

Bias for action

Discretion

Relentless follow-through

Adaptability

Education

2–4 years executive support/startup operations

Tools

Slack

Google Workspace

Notion

AI productivity tools

Job description

Bioptimus is building the first universal AI foundation model for biology to fuel breakthrough discoveries and accelerate innovation in biomedicine.With more than $75M in funding, Bioptimus is a fast-growing start-up headquartered in Paris, incorporated in October 2023. Backed by leading international venture capitalists, our world-class team of scientists and engineers is redefining the frontiers of AI and life sciences.

Location: Paris / On-site (3-4 days per week)

(This is a highly employee-facing, leadership-adjacent role that requires a strong physical presence in the office.)

About the role

We are looking for an ambitious, high-agency Administrative Business Partner to act as an operational engine for leadership and workplace experience. This is a high-leverage role for someone early-to-mid career who combines tech fluency, a bias for action, and zero ego. You will keep projects moving, anticipate bottlenecks, and execute with urgency.

This role spans:

• Executive calendar, priority, and travel coordination
• Hands-on project execution and cross-functional follow-through
• Internal offsites, company rituals, and culture logistics
• Onboarding and workplace experience enablement

You will report directly to the COO while working closely with executive leadership and team leads across the company.

What you’ll be doing

1) Executive & Priority Execution

• Manage complex calendars, meeting coordination, and time optimization for executive leadership (COO/CEO) in a fast-changing environment.
• Serve as a responsive gatekeeper and triage incoming requests so leadership can stay focused on core strategic priorities.

2) Events, Rituals & Culture Logistics

• Organize company offsites, team gatherings, and board meeting logistics from concept through on-site execution.
• Coordinate company merchandise, welcome gifts, and culture-building initiatives.

3) Admin Project Management & Follow-through

• Take ownership of admin workstreams across HR, legal, and ops, driving tasks to completion without letting details slip.
• Maintain central tracking systems, docs, and workflows in Notion to keep cross-functional initiatives on schedule.
• Help roll out and manage internal tools, permissions, and basic IT/ops processes.

4) Workplace Experience & Onboarding

• Lead onboarding logistics (equipment rollout, desk setup, Day-1 schedules) to give new hires a world-class welcome.
• Keep the physical office running at peak velocity, managing day-to-day office needs, access control, and supply logistics.
• Be the energetic, high-touch point of contact for daily team needs.

What you’ll bring

Core traits

• High Agency & Bias for Action: You don't wait for permission; you see a gap, take ownership, and resolve it.
• Relentless Follow-Through: Meticulously organized, detail-oriented, and uncomfortable leaving loose ends.
• Low Ego & High Energy: Willing to dive into any task, big or small, to keep the company moving fast.
• Discretion: Sound judgment when handling sensitive executive and company information.
• Adaptability: Thrives under ambiguity, pressure, and rapidly shifting priorities.

Skills & experience

• 2–4 years of experience in executive support, startup operations, office management, or high-growth tech environments (ideal for an ambitious early-to-mid career professional).
• Proven tech fluency: comfortable navigating Slack, Google Workspace, Notion, and modern AI/productivity tools.
• Generative AI Literacy: genuine curiosity and proficiency with AI productivity tools (e.g., ChatGPT, Claude, Notion AI) to automate scheduling, workflows, and communication.
• Native/fluent in French and professional fluency in English (written and verbal).

Why this is a unique opportunity

You will provide crucial operational leverage to the team building frontier AI, putting you at the front lines of technology while shaping our workplace culture and daily execution.

We believe that the unique contributions of all Bioptimists create our success.

To ensure that our culture continues to incorporate everyone’s perspectives and experience, we never discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, or disability status.

Decisions related to hiring are made fairly, and we provide equal employment opportunities to all qualified candidates.

We take responsibility for always striving to create an inclusive environment that makes every employee and candidate feel welcome.