Executive Administrative Assistant

As an Executive Administrative Assistant at Qpex Biopharma, you will play a crucial role in supporting the daily operations of our dynamic and innovative organization. This position requires a highly organized and detail-oriented individual with excellent communication and multitasking skills and requires an on-site presence at the Company’s San Diego, California office. The successful candidate will be responsible for providing administrative support to various departments, ensuring smooth office functioning, and contributing to the overall efficiency of our operations.

Key Responsibilities:

Office Management

• Manage day-to-day office operations, including maintaining supplies, organizing workspaces, and coordinating office equipment maintenance.
• Oversee the reception area, welcoming visitors, and directing them to the appropriate personnel.
• Order and stock kitchen items, refreshments; organize and order lunches for employee events and meetings
• Ensure a clean and organized office environment.

Administrative Support

• Provide administrative assistance to executives and team members, including calendar management, scheduling meetings, and making travel arrangements.
• Prepare and edit company documents, reports, corporate policies and procedures, and presentations as needed.
• Assist in organizing company events, meetings, and conferences.
• Support finance and accounting department in generating of purchase order requests and routing for approvals

Communication

• Serve as a primary point of contact for internal and external communications, screening and directing inquiries to the appropriate departments.
• Draft and distribute internal communications and announcements.

Record Keeping

• Set up paper and electronic filing systems to support finance/accounting and quality and clinical operations
• Maintain and organize physical and electronic files, ensuring confidentiality and accuracy.
• Assist in record-keeping and data entry tasks.

Project Assistance

• Collaborate with various departments to provide support for ongoing projects.
• Help track project timelines and milestones.
• Identify or work with senior management on projects related to special events, Board meetings, and corporate events and meetings.

Providing Laboratory Administrative Support

• Assist in ordering of laboratory supplies as requested by the lab personnel
• Assist in the receiving and distribution of supplies, including pulling and providing packing slips to the accounting department

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 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.
• Undergraduate degree or certification in office administration or a related field is preferred.

To be considered for this position, you must apply and meet the requirements of this opportunity.

We look forward to reviewing your resume & qualifications.

The base salary range for this full-time position is $85,000 - $105,000 annually. This salary range is an estimate and may vary based on the Company’s compensation practices.

DISCLAIMER

The job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. Other requirements, duties and responsibilities may change or be assigned at any time with or without notice. 

#Qpex

Qpex Biopharma Inc. is an equal opportunity/affirmative action employer.
All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, 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 Qpex to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of 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 ShionogiHR@shionogi.com.