This hybrid role spans:

• Executive Assistant support to ExCom
• Office & digital workspace management
• People administrative support
• Community management, rituals & events
• Cross-functional coordination
• Creative & communication support

You will be the connective presence ensuring that employees feel supported, informed, and engaged, while enabling leadership to operate efficiently.

You will report to the COO and work directly with Operations and support all functions in the company.

What you'll be doing As our Workplace Operations Specialist, you will work over the following strategic domains:

• Executive Support
• Manage complex calendars and cross-time-zone scheduling.
• Coordinate meetings, agendas, materials, and follow-ups.
• Manage internal and external communications with professionalism and discretion.
• Handle travel arrangements, itineraries, offsite logistics.
• Office & Digital Workspace Management
• Office operations: supplies, access, meeting rooms, vendor relationships, equipment, workspace setup.
• Digital operations: maintain and structure Notion, Google Drive, internal documentation, directories, templates.
• Keep both the physical and digital environments organized, up-to-date, and easy to navigate.
• Act as the operational point of contact for daily employee needs.
• Ensure employees and visitors experience a smooth, professional, welcoming environment.
• Community Management, Culture & Events
• Act as community manager for the entire company - strengthening connection, belonging, and culture.
• Plan and deliver internal events (team gatherings, all-hands, workshops, celebrations, employee activities).
• Organize company offsites (agenda, logistics, follow-ups).
• Coordinate high-quality corporate events (workshops, conferences, dinners, technical webinars).
• Ensure visitors, partners, and candidates have a seamless and engaging experience.
• Support the creation of a cohesive, human-centered cultural fabric across Bioptimus.
• People Admin Support
• Manage onboarding logistics: welcome packs, workstation setup, Day-1 schedule.
• Support employee lifecycle admin: payroll coordination, holiday tracking, documentation.
• Manage company merchandise orders and distribution.
• Help maintain a positive, structured, high-quality employee experience from onboarding onward.
• Cross-Functional Operational Support
• Support Ops, People, Finance, and Marketing during high-velocity periods or special initiatives.
• Coordinate logistics, documents, trackers, and operational workflows.
• Help craft internal announcements and event-related communications.

You bring structure, clarity, and execution discipline across all operational touch-points.

What you’ll bring The successful candidate is an energetic connector and people person, with a proven track record of building team culture in a high-growth, technology-driven environment.

Core Traits

• Warm community-builder — naturally brings people together and creates connection.
• Highly organized — able to manage many moving parts with structure and clarity.
• Proactive & anticipatory — sees needs before they arise.
• Professional & discreet — trusted to handle confidential information.
• Reliable under pressure — thrives in fast-paced environments.
• Creative & resourceful — able to write, design, organize, and problem-solve with ownership.

Skills & Experience

• 4–6 years in executive assistance, operations, office management, hospitality, people ops, or community management.
• Experience managing executive calendars, logistics, events, and communication.
• Comfortable with Google Workspace, Notion, and structured digital organization.
• Excellent written & verbal communication in English and French.
• Light design skills (Figma, Canva, Keynote) is a plus.

The Candidate Journey To be considered, please submit your CV in English .

We believe in a transparent and collaborative interview process. Here is what you can expect after submitting your application:

• Screening: Once you have applied, the hiring team will review your application. If your experience and skills align with the role, you will be invited to a 30-minute introductory call with the Hiring Manager. The goal is to get to know you, discuss your background, your motivation for this hybrid role, and answer any initial questions you have.

• Interviews: Following a successful screening, you will be invited to the core stages of our evaluation process:

• Practical Case Study (60 min): You will be asked to prepare a short practical exercise (e.g., drafting a plan for an internal event or operational workflow) beforehand. During this 1-hour session, you will present your plan and discuss real-world operational scenarios to assess your organizational and problem-solving skills.

• Culture & Team Fit (Series of 30-min chats): You will meet in-person with cross-functional members of our team. This is a chance for us to assess your "community builder" mindset and for you to gauge the culture you will be supporting.

• Leadership Interview (30 min): A final conversation to discuss your vision for the role, assess executive maturity, and ensure alignment on expectations.

• Offer: Following the completion of all interviews, our hiring team will make a final decision and will be in touch to share the outcome. If the team would like to move forward, we will contact you to discuss the details of our proposed offer. Please note that an offer is contingent upon the successful completion of a reference check.

• Onboarding: We are happy to have you joining the team! Once you have accepted and signed your offer, we will be in touch to begin the process of onboarding you.

Why this is a unique opportunity You will:

• Strengthen the internal culture of a frontier AI company.
• Become the operational and cultural backbone of Bioptimus.
• Shape how employees experience the company, physically, digitally, and socially.
• Play a defining role in building an inspiring, connected workplace.

And benefit from:

• A collaborative and mission-driven work environment.
• Competitive salary and equity package.
• Flexible work arrangements, including remote options.
• Opportunities for professional growth and leadership development.
• Shape the future of biology and AI by contributing to groundbreaking work.

We believe that the unique contributions of all Bioptimists create our success. To ensure that our culture continues to incorporate everyone’s perspectives and experience, we never discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, or disability status. Decisions related to hiring are made fairly, and we provide equal employment opportunities to all qualified candidates. We take responsibility for always striving to create an inclusive environment that makes every employee and candidate feel welcome.