Executive Assistant & Office Manager

Bioptimus; Paris; Hybride; EUR 60 000 - 90 000; Plein temps

Résumé du poste

Bioptimus, based in Paris, seeks an Administrative Business Partner to operate as an operational engine for leadership and workplace experience. You will manage calendars, travel, onboarding, and cross-functional follow-through to keep the company moving fast.

You will report to the COO and collaborate with executive leadership. The role requires tech fluency, a bias for action, and high energy in a high-growth startup.

Qualifications

• 2–4 years of experience in executive support, startup operations, office management, or high-growth tech environments.
• Proven tech fluency with Slack, Google Workspace, Notion, and AI productivity tools to automate scheduling and workflows.
• Native/fluent in French and professional fluency in English (written and verbal).

Responsabilités

• Executive calendar, priority, and travel coordination for COO/CEO.
• Hands-on project execution and cross-functional follow-through.
• Onboarding, workplace experience enablement, and culture logistics.
• Admin project management across HR, legal, and ops with central tracking in Notion.
• Maintain office operations, supplies, access control, and day-to-day needs.

Connaissances

Executive support

Project coordination

Discretion

Adaptability

Communication

English proficiency

Outils

Notion

Slack

Google Workspace

AI productivity tools

Description du poste

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.

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.

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

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).

The Candidate Journey

To be considered, please submit your CV in English. We believe in a transparent and collaborative interview process. Here is what you can expect after submitting your application:

Application screening

Internal Recruiter Review (30 minutes)

Live Case Study (1 hour)

In-person office meeting

Offer

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.

Please consult the full details on our Privacy Policy . You also have the right to submit a complaint with the CNIL at cnil.fr.

• Why we process your data: To manage our recruitment pipeline. This is necessary for pre-contractual steps regarding your potential employment.
• Our talent pool (Future Roles): If you are not hired for this specific role, we will keep your CV to contact you about future matching opportunities. We do this under our legitimate business interest to maintain a talent pipeline. You can refuse this retention at any time.
• Who sees your data: Only our internal HR team and the specific hiring managers for this role. Your data is stored securely within Greenhouse.
• How long we keep it: In line with CNIL rules, we store your data for a maximum of 2 years (24 months) after our last contact with you. If there is no interaction during this time, our software will automatically delete your profile.
• Your rights: You have the right to access, correct, or completely erase your data.
• To delete your data or opt out of our future talent pool: Email us directly at [e-mail] .

Demographic Questions

At Bioptimus, we're committed to building a team that reflects the world we want to impact. We collect demographic data from candidates globally to help us understand and improve diversity across our recruitment process.

We know identity is personal, and these categories may not perfectly capture everyone's background. Please choose the option that feels closest to how you identify, or select "Prefer not to say" - this survey is entirely voluntary and your application status remains unaffected either way.

Your privacy & data rights:
This data is processed under our Legitimate Interest to maintain fair hiring practices (GDPR Art. 6(1)(f)), and, for sensitive descriptors, your Explicit Consent (GDPR Art. 9(2)(a)).

Thank you for helping us build a workplace where everyone belongs.

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