Administrative Assistant

Qpex Biopharma, Inc; San Diego (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

Qpex Biopharma, Inc in San Diego, California is seeking an experienced Administrative Assistant to support daily operations, office management, and cross‑functional teams. This on‑site role demands initiative, organization, and strong written and verbal communication.

You will coordinate meetings, manage supplies, assist with onboarding and offboarding, prepare documents, and help organize events and executive‑level support.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proactive problem-solving skills and the ability to work independently.

Responsibilities

• Provide proactive administrative assistance to executives and team members, including coordinating and scheduling meetings or company events.
• Manage day-to-day office operations, including maintaining supplies, organizing workspaces, and coordinating office equipment maintenance.
• Assist in the receiving and distribution of supplies, including pulling and providing packing slips to the accounting department.
• Coordinate and oversee visitors or VIP guests
• Oversee the reception area, welcoming visitors, and directing them to the appropriate personnel.
• Prepare and edit company documents, reports, corporate policies and procedures, and presentations as needed.
• Organize company events, All Hands, meetings, and conferences.
• Coordinate with senior management on projects related to special events, Board meetings, All Hands meetings, corporate events and meetings.

Skills

Organizational skills

Written communication

Verbal communication

Independent work

Education

Undergraduate degree in office administration

Tools

Microsoft Office Suite

SharePoint

Job description

Overview

Qpex Biopharma is seeking an Administrative Assistant to join our innovative team in San Diego, California. This on-site role is essential in supporting daily operations, office management, streamlining processes, and fostering teamwork across the organization. The ideal candidate must be proactive and take initiative, is independent, detail-oriented, organized and skilled at making sound decisions with minimal supervision. The Administrative Assistant must also possess excellent communication, written, and multitasking skills, providing critical support to leadership and multiple departments to ensure smooth and efficient office operations.

Detailed Description

KEY RESPONSIBILITIES

• Provide proactive administrative assistance to executives and team members, including coordinating and scheduling meetings or company events.
• Manage day-to-day office operations, including maintaining supplies, organizing workspaces, and coordinating office equipment maintenance.
• Assist in the receiving and distribution of supplies, including pulling and providing packing slips to the accounting department
• Coordinate and oversee Qpex visitors or VIP guests
• Oversee the reception area, welcoming visitors, and directing them to the appropriate personnel.
• Prepare and edit company documents, reports, corporate policies and procedures, and presentations as needed.
• Organize company events, All Hands, meetings, and conferences.
• Coordinate with senior management on projects related to special events, Board meetings, All Hands meetings, corporate events and meetings.
• Manage generating of purchase order requests and routing for approvals for Finance and Accounting department.
• Assist Human Resources with onboarding and offboarding activities, including preparing documentation and scheduling orientations.
• Register visitors to Qpex facility in parking and building access system.
• Support Facilities department as needed with deliveries.
• Support Program Management Group as needed with general tasks.

• Order and stock kitchen items, refreshments; organize and order lunches for employee events and meetings.
• Ensure a clean and organized office environment.
• Serve as a primary point of contact for internal and external communications, screening and directing inquiries to the appropriate departments.
• Manage G&A project timelines and milestones.

REQUIREMENTS

• Minimum of 8 years of experience as an administrative assistant or in a similar role in a Life Sciences company or closely related industry.
• Proficiency in use of PC based computer with Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proactive problem-solving skills and the ability to work independently.

PREFERRED QUALIFICATIONS

• Familiarity and experience in a biotech or pharmaceutical company.
• Experience with Sharepoint, and other server access programs.
• Experience with creating PowerPoint presentations.
• Undergraduate degree or certification in office administration or a related field is preferred.

Additional Information

The base salary range for this full-time position is $65,000 - $95,000. Individual pay is determined by several factors, which include but are not limited to: job-related skills, experience, and relevant education or training. The range does not include the comprehensive benefits, bonus, long-term incentive, applicable allowances, or any additional compensation that may be associated with this role.

EEO

Shionogi Inc. is an equal opportunity employer supporting individuals with disabilities and veterans. All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law. It is the policy of Shionogi Inc. to undertake affirmative action for protected veterans and individuals with disabilities in compliance with all federal, state, and local requirements to recruit a diverse pool of protected veteran and individuals with disabilities applicants and to ensure that our employment practices are, in fact, non-discriminatory.

If you are qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request accommodations by calling 973-307-3550 or by sending an email to [e-mail].