Life Sciences Admin Assistant – Onsite Support, San Diego

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

Job summary

Qpex Biopharma, Inc. is seeking an Administrative Assistant to join our San Diego team. This on-site role supports leadership and multiple departments, streamlining daily operations, office management, scheduling meetings, and coordinating company events.

The ideal candidate is proactive, independent, detail-oriented, and able to handle confidential information with discretion. Strong written and verbal communication, and proficiency with Microsoft Office are required.

Qualifications

• 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 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.

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.

Skills

Proactive problem-solving

Strong communication

Organizational skills

Independent worker

Education

Undergraduate degree or certification in office administration

Tools

Microsoft Office Suite

Job description

Qpex Biopharma, Inc. is seeking an Administrative Assistant to join our San Diego team. This on-site role supports leadership and multiple departments, streamlining daily operations, office management, scheduling meetings, and coordinating company events.

The ideal candidate is proactive, independent, detail-oriented, and able to handle confidential information with discretion. Strong written and verbal communication, and proficiency with Microsoft Office are required.