Administrative Assistant

BioSapien; San Diego (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

3 weeks paid vacation

6 holidays + 1 floating holiday

Equity eligibility after probation

Job summary

BioSapien is seeking an experienced Administrative Assistant to keep our fast‑moving team organized, on schedule, and running smoothly. This is not an entry level role; you should have biotech experience and operate with minimal oversight from day one.

You will manage schedules, documents, and communications so scientists and leadership can stay focused on their work, while supporting HR onboarding and office operations in a small, early‑stage company environment.

Qualifications

• Minimum 3–5+ years in administrative roles in biotech/life sciences.
• Experience supporting executives and cross-functional teams.
• Proficiency with Google Workspace, DocuSign, and task management apps.

Responsibilities

• Coordinate and schedule meetings for leadership and cross‑functional teams.
• Organize and maintain company documents with version control.
• Prepare documents for meetings, audits, or leadership requests.
• Track tasks and projects across teams; ensure deadlines.
• Process documents for signature with DocuSign or similar.
• Attend meetings; take notes and capture action items.
• Support onboarding, records, and scheduling with HR coordination.
• Maintain confidentiality of sensitive information.
• Assist with office management, vendors, and facilities.
• Create PowerPoint slides and deck materials.
• Coordinate lab and office supply orders and vendor relations.
• Maintain SOPs; perform audits and write updates.
• Support leadership with ad hoc admin projects.

Skills

Biotech experience

Organizational skills

Communication skills

Independent work attitude

Note-taking and summarization

Education

Bachelor's degree preferred

Tools

Google Workspace

DocuSign

Monday.com

Job description

Benefits: 3 weeks paid vacation, 6 holidays + 1 floating holiday (7 total), equity eligibility after probation period

Our Mission

BioSapien 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 Summary

BioSapien 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 teams
• Organize, file, and maintain company documents (physical and digital), ensuring version control and easy retrieval
• Retrieve and prepare documents as needed for meetings, audits, regulatory submissions, or leadership requests
• Assist the Head of Operations in tracking ongoing tasks and projects across teams, following up to ensure deadlines are met
• Prepare and send documents for signature (e.g., via DocuSign or similar platforms), tracking completion status
• Attend meetings to take detailed notes, capture key decisions, and assign/follow up on action items
• Support personnel related administrative tasks (onboarding paperwork, records, scheduling) in coordination with a third-party HR firm
• Maintain confidentiality around sensitive scientific, financial, and personnel information
• Assist with basic office management duties (supplies, vendor coordination, mail, scheduling facility needs)
• Create powerpoint slides and assist with deck building
• Assist in the coordination of lab and office supply ordering, vendor relationships, and basic facilities needs
• SOP maintenance, auditing, and authorship
• Support leadership with ad hoc administrative projects as the company grows

Skills & Qualifications

• Prior experience working in the biotech or life sciences industry is required
• Strong organizational skills with the ability to manage multiple priorities and shifting deadlines
• Excellent written and verbal communication skills, with strong note-taking and summarization ability
• Comfortable working independently and proactively; not a "wait to be told" mindset
• Proficiency with Google Workspace, DocuSign, and task management applications such as Monday.com.
• Discretion and professionalism when handling confidential company, scientific, or employee information
• Comfortable in a small-company, early-stage environment where responsibilities can shift and expand
• Familiarity with basic HR administrative processes is a plus
• Startup experience is a plus

Experience & Education

• Minimum 3–5+ years of administrative, executive assistant, or office management experience, with a meaningful portion of that in a biotech, pharma, or life sciences company
• Bachelor's degree preferred but not required; equivalent professional experience in biotech/life sciences administration will be considered in place of a degree