Executive Assistant - Operations

Executive Assistant - Operations

Position Overview

As an Executive Assistant on the Operations team, you will provide high-level administrative and organizational support to the CEO, CSO, and CFO, while also contributing to the broader day-to-day operations of the company. Your role will combine executive support with a variety of administrative and operational responsibilities, and cross-functional activities. We are looking for a proactive, resourceful, and adaptable individual who enjoys wearing multiple hats and contributing wherever needed in a growing organization. Flexible work hours and occasional travel may be required.

This position offers a unique opportunity to contribute to a growing biotech company advancing cutting-edge cell therapies, while working in a collaborative, fast-paced, and innovative environment.

Responsibilities

• Proactively manage calendars for the CEO, CSO, and CFO, including internal, external, and investor meetings.
• Coordinate complex executive travel arrangements and itineraries.
• Organize Board of Directors and committee meetings, including scheduling, logistics, and preparation of meeting materials.
• Assist with the preparation and consolidation of Board Books, presentations, and other executive materials.
• Coordinate investor meetings and support fundraising-related activities.
• Organize and maintain Board and committee documentation, including meeting minutes and corporate records.
• Facilitate NDA and other document signature workflows using Adobe Sign or DocuSign.
• Process and reconcile executive expense reports in alignment with company policies.
• Provide day-to-day administrative support to executives, the Operations team, and other departments as needed.
• Coordinate meetings, conference room bookings, catering, and company events.
• Manage incoming calls, mail, deliveries, office supplies, and general correspondence.
• Maintain organized physical and digital records in accordance with company procedures.
• Coordinate routine office maintenance, equipment needs, and requests with building management and external vendors.
• Help maintain an organized, functional, and secure office environment.
• Coordinate new-hire onboarding preparations, including workstations, equipment, supplies, and administrative requirements.
• Support IT onboarding and offboarding, including equipment setup coordination, access requests, and equipment returns.
• Liaise with the external IT service provider to submit and follow up on IT support tickets.
• Maintain IT equipment inventories, employee assignments, and related documentation.
• Assist with software license tracking and other routine IT administrative activities.
• Assist with maintaining company records and documentation for Canadian and international subsidiaries.
• Maintain and update operational trackers, including contracts, renewals, insurance policies, and equipment inventories.
• Coordinate document signature workflows, filing, and administrative follow-ups for agreements and contracts.
• Support procurement and vendor coordination activities, including routine purchasing and order follow-ups as needed.
• Assist with administrative coordination of facilities, equipment, and other operational projects.
• Follow up with internal stakeholders and external service providers to ensure assigned activities progress on schedule.
• Support the planning and coordination of company events and employee activities.
• Maintain confidentiality and exercise discretion when handling sensitive company and employee information.
• Perform other administrative and operational tasks and projects as assigned.

Requirements

• Minimum of 5 years of previous experience in an Executive Assistant, Sr. Administrative Assistant, or similar support role, preferably in a fast-paced startup environment, ideally within the biotech or life sciences industry.
• Strong organizational skills with the ability to manage multiple and shifting priorities independently.
• Uncompromising and steadfast discretion and ability to handle and safeguard confidential information.
• Strong problem-solving skills and high attention to detail.
• Experience supporting senior executives and managing complex calendars and travel.
• Proficiency with Microsoft 365 tools (Outlook, SharePoint, Teams, PowerPoint) and electronic signature platforms (e.g., AdobeSign, DocuSign).
• Excellent communication skills and a proactive, service-oriented mindset.
• Language fluency in both English and French is required.

We Offer

• Join a dynamic team of professionals committed to pushing the boundaries of cell therapy.
• Contribute to groundbreaking advancements in the field of biotechnology.
• Opportunity for personal and professional growth in a fast-paced and collaborative environment.
• Competitive compensation package and benefits.
• Group medical, vision, and dental insurance.
• RRSP matching contribution.

About the Company

Join Morphocell and be part of a team dedicated to transforming patient care through innovative cell therapies. If you are a highly motivated, organized, and proactive professional with strong administrative and organizational skills and a passion for supporting leadership and operational excellence, we invite you to apply and join our mission.

To apply, please submit your resume and cover letter to: [email protected].

Please note that only selected candidates will be contacted for an interview.