Administrative Assistant

Administrative Assistant
Location: Remote (Canada only)
Reports to: Founder & CEO
The company is a clinical-stage, AI-native biotechnology company focused on translating scientific insights into medicines for severe, life-threatening diseases, particularly those underserved by traditional pharmaceutical development models.
The company is advancing a growing pipeline of therapeutics targeting difficult-to-treat cancers, including multiple glioblastoma programs, ultra-rare diseases, and other serious conditions with significant unmet medical needs. Its portfolio includes multiple active clinical trials, ongoing pharmaceutical manufacturing programs, and promising therapeutic candidates whose prior development pathways warrant renewed investigation.
The company maintains research and clinical collaborations with major North American institutions, including Stanford, Harvard, and the University of Toronto.
The company operates through a lean, highly specialized core team of approximately 10 professionals, supported by an extended network of roughly 50 clinicians and scientists across Canada and the United States. Its operating model is predominantly remote, with AI and autonomous agents deeply integrated across scientific, clinical, and business functions.
The team's long-term ambition is to become the world's largest sponsor of clinical trials, leveraging AI to fundamentally improve the speed, efficiency, and scale of drug development while bringing urgently needed medicines to patients.
The role
The Administrative Assistant takes scheduling, invoice processing and day-to-day admin off the Founder's plate so he can stay focused on the science and the business. You will be the first dedicated admin hire on a lean, fast-moving team, and the person who keeps things organized and moving.
What You'll Do
Manage the Founder's calendar across time zones: scheduling, rescheduling, meeting prep and follow-ups.
Process vendor invoices end to end - log, code, route for approval and track to payment - so the Founder sees every invoice without handling each one.
Coordinate travel, expenses and logistics for the Founder and core team.
Own recurring admin: document filing, vendor and contract records, subscriptions and internal trackers.
Act as a polished first point of contact with partners, vendors and investors by email and on calls.
Use AI tools to draft emails, summarize documents and automate repetitive work.
Pick up miscellaneous projects as they come up, and flag anything that needs the Founder's attention.
What we're looking for
3+ years in an administrative, executive assistant or office coordinator role (5+ preferred).
Proven calendar management for a busy executive, and hands-on invoice or accounts payable processing.
Clear, professional written and verbal communication.
Highly organized and conscientious, with an eye for detail and follow-through - you know where everything stands.
Trustworthy with confidential information.
Comfortable working remotely and independently, with a quiet, well-lit, professional video setup.
Willing to use AI tools in day-to-day work and keen to get better at them.
Nice to have
Experience supporting a founder at a startup or small company.
Background in biotech, life sciences or healthcare.
Familiarity with accounting or AP tools (e.g. QuickBooks, Xero, Bill.com) and Google Workspace.

Work arrangement
Yes