About VoxCell BioInnovation
VoxCell BioInnovation builds perfusable vascularized 3D human tissue models for preclinical drug testing. Our two-photon polymerization bioprinting platform produces living vessels inside engineered tissue, giving pharmaceutical and CRO partners human data that animal models cannot deliver. We operate a 12,000 square foot facility in Victoria, British Columbia, and we are scaling from service work into a catalogued consumable product line.
Role summary
The Executive Assistant and Operations Support protects the time of the CEO and keeps the administrative engine of the company running. This person manages the executive inbox and calendar, places all orders for the laboratory and the office, prepares documents and manages contract signature workflows, hosts visitors and runs company events, supports marketing production, and supports onboarding and payroll changes. The role suits someone who works with discretion, anticipates what comes next, and closes loops without being asked twice.
Priorities are ordered. When the week is full, executive support and purchasing come first, because a missed order stops the bench and a missed calendar conflict costs a customer meeting.
Core responsibilitiesExecutive support
- Own the CEO calendar: schedule appointments, protect focus time, resolve conflicts, and prepare the week ahead.
- Coordinate internal and external meetings and optimize executive availability.
- Arrange business travel, accommodation, conference registrations, and itineraries.
- Prepare agendas and supporting materials ahead of every meeting.
- Record meeting notes and track follow up action items through to completion.
- Maintain confidential executive files and records.
- Support board and investor scheduling, document circulation, and follow up.
- Support general administrative requests across the leadership team.
- Submit expense reports and reconcile the corporate card.
Email and communication management
- Monitor and organize the CEO inbox and keep folders and archives current.
- Prioritize incoming email, flag urgent matters, and surface what needs a decision.
- Draft routine correspondence on behalf of the CEO.
- Respond directly to administrative inquiries where appropriate.
- Track outstanding email and make sure nothing important goes unanswered.
- Coordinate meeting invitations and scheduling requests.
- Serve as the first point of contact for routine executive administrative matters.
Purchasing and vendor coordination
- Place orders for laboratory consumables, reagents, equipment, office supplies, software subscriptions, and approved business services against approved budgets.
- Process approved purchase requests submitted by internal teams.
- Obtain competitive quotes and maintain supplier relationships and account terms.
- Create and track purchase orders through to delivery.
- Track lead times on critical items and order early enough to protect study timelines.
- Follow up with vendors on orders, lead times, and deliveries.
- Coordinate renewals for subscriptions, memberships, and service agreements.
- Act on reorder flags raised by the Facilities and Operations Coordinator, and coordinate on incoming deliveries and inventory requirements.
- Maintain the supplier list, pricing records, purchasing records, and standing order schedules.
- Forward purchasing documentation to Finance for processing, and reconcile invoices against purchase orders and packing slips.
Administrative support
- Prepare presentations, reports, letters, and business documents.
- Proofread and format internal and external communications.
- Coordinate DocuSign requests and monitor signature completion.
- Organize contracts and administrative documentation.
- Maintain electronic filing systems and document organization.
- Maintain company templates and administrative records.
- Maintain shared calendars, recurring trackers, and administrative workflows.
- Update contact lists and distribution lists.
- Support cross-functional administrative initiatives.
Tours, meetings, and events
- Host visitors to the facility, including customers, investors, partners, and students.
- Coordinate tour logistics: scheduling, safety briefing, catering, and follow up.
- Coordinate leadership meetings, book meeting rooms, and set up virtual meetings.
- Schedule interviews and candidate meetings.
- Plan and run company events, including team gatherings, workshops, open houses, and conference presence.
- Support VoxCell participation in local and international events such as Victoria Tech Week and industry conferences.
- Manage event budgets, vendors, registrations, catering, and shipping of booth materials.
Marketing production support
- Coordinate production of marketing materials, including one-pagers, posters, brochures, and branded items.
- Work with designers, printers, and suppliers to move materials from draft to delivery on schedule.
- Maintain the asset library so that the team uses current, approved versions.
- Apply VoxCell brand guidelines to every piece that leaves the company.
- Support the monthly newsletter and social content schedule.
People operations
- Coordinate onboarding for new employees: offer paperwork, accounts, first day schedule, and introductions.
- Maintain employee records, agreements, and the onboarding checklist.
- Support payroll changes, including new hires, departures, salary adjustments, and benefit enrolments.
- Report all payroll changes to the Finance team ahead of each pay period, and keep the change log accurate and current.
- Track vacation, leave, and timesheet records.
- Support offboarding, including documentation and return of company property.
Confidentiality
This role handles compensation data, employee records, board materials, executive files, and partner agreements. The successful candidate treats all of it as confidential and signs a confidentiality agreement on the first day.
QualificationsRequired
- Three or more years supporting an executive, running an office, or a comparable administrative role.
- Excellent written English and the judgement to draft on behalf of a CEO.
- Proven discretion with confidential information.
- Strong organization and follow through across many small commitments at once.
- Fluency with Microsoft Office or Google Workspace, calendar tools, and shared drives.
- Legal authorization to work in Canada.
Preferred
- Experience in a startup, biotechnology, or research environment.
- Experience with purchasing, purchase orders, supplier accounts, or invoice reconciliation.
- Experience with electronic signature platforms such as DocuSign.
- Exposure to payroll or HR administration.
- Event coordination experience.
- Comfort with design and marketing tools such as Canva or Adobe.
Compensation
- Base salary: CAD $37,700 annually for 25 hours per week.
- Equity: Participation opportunity after one year of employment.
- Schedule: Flexible within core business hours.
- Health: Health Spending Plan
Why join VoxCell
At VoxCell you will sit next to the CEO while the company moves from research contracts to a commercial product line. You will see how a biotechnology company gets built, and you will run the systems that make the science possible. Every visitor who walks through our doors, every order that reaches the bench, and every person who joins the team passes through this role.
If you are organized, discreet, and energized by variety, we would love to hear from you.
How to apply
Please submit your CV and cover letter to [email protected] by September 15, 2026.
Pay: $37,700.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
