Biotech Finance Admin: Proactive Executive Support

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

Job summary

Qpex Biopharma is seeking an Administrative Assistant (Finance) to join our San Diego team on-site. This role supports executives and departments with calendar management, travel coordination, and office operations to keep the finance function running smoothly.

You will prepare documents, coordinate meetings, and assist with onboarding, purchasing, and facilities tasks. The ideal candidate is detail-oriented, organized, and able to work independently with minimal supervision.

Qualifications

• Minimum 8 years of administrative experience in Life Sciences or related field.
• Proficient with PC and Microsoft Office (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 confidentiality.
• Proactive problem-solving and ability to work independently.

Responsibilities

• Provide administrative support to executives and teams, scheduling meetings and events.
• Manage daily office operations, supplies, and space organization.
• Assist with receiving and distributing supplies to accounting.
• Coordinate visitors and VIP access and oversee the reception area.
• Prepare and edit company documents, reports, and presentations.
• Organize All Hands and corporate events, and coordinate with senior management.
• Process purchase requests and routing for Finance and Accounting approvals.
• Assist HR with onboarding, orientations, and offboarding tasks.
• Support Facilities with deliveries and general tasks.
• Support Program Management with miscellaneous duties.
• Order kitchen stock and arrange lunches for events.
• Maintain a clean, organized office environment.
• Serve as primary contact for internal/external inquiries and route appropriately.
• Manage G&A project timelines and milestones.

Skills

Communication skills

Time management

Organizational skills

Detail-oriented

Proactive problem-solving

Independent work

Education

Undergraduate degree in office administration

Tools

Microsoft Office Suite

SharePoint

Job description

Qpex Biopharma is seeking an Administrative Assistant (Finance) to join our San Diego team on-site. This role supports executives and departments with calendar management, travel coordination, and office operations to keep the finance function running smoothly.

You will prepare documents, coordinate meetings, and assist with onboarding, purchasing, and facilities tasks. The ideal candidate is detail-oriented, organized, and able to work independently with minimal supervision.