Job Description

Company Overview:

Novel Biome is a pioneering biotechnology company at the forefront of microbiome research and development. We specialize in the manufacturing of Fecal Microbiota Transplant (FMT) drug products that are used in the treatment of C.diff and other approved medical conditions. Our mission is to leverage the potential of the human microbiome to revolutionize healthcare and improve patient lives.

Position Overview:

We're looking for a

proactive, detail-oriented, and experienced

Executive Assistant (EA) to support our CEO, who leads multiple companies in the biotech and healthcare space, including Novel Biome. This role goes beyond traditional administrative support -- think of yourself as the

CEO's operational right hand

, proactively managing logistics, communications, meeting preparation, follow-up, personal support, and more, so the CEO can focus on high-impact decisions and leadership. The ideal candidate thrives in a

dynamic environment, anticipates needs before they arise, and isn't afraid to take charge

.

Key Responsibilities:

Manage complex, multi-company calendars and scheduling. Coordinate and confirm meetings, ensuring the CEO's time is protected and prioritized. Triage and manage the CEO's inbox, drafting responses, flagging priorities, and routing emails to the right team members. Attend key meetings to take notes, track action items, and ensure follow-ups are completed. Handle sensitive documentation (NDAs, contracts) with confidentiality Manage conference logistics including travel, booth preparation, and lead tracking. Assist with scheduling personal appointments (e.g., doctors, family logistics). Act as the gatekeeper and first point of contact for internal and external requests. Support client follow-ups by updating trackers, scheduling calls, and preparing follow-up materials. Maintain updated contact lists, CRMs, and project trackers. Conduct light research on markets, partners, competitors, and conferences Draft and manage follow-up communications after events or meetings Help with tracking expenses and confirming payment

What we're looking for:

Experience:

3-5+ years in an EA or senior administrative role supporting executives.

Skills:

Highly organized, excellent communicator (written + verbal), high attention to detail, and discretion with sensitive information.

Personality:

A take-charge attitude, proactive mindset, ability to anticipate needs and confident in asking for clarity.

Tech-Savvy:

Proficiency in Microsoft Office/Google Suite; experience with project management tools and CRMs is an asset.

Flexibility:

Willingness to support both business and personal tasks; adaptable to shifting priorities across multiple companies.

Benefits:

- Competitive salary with benefits

- Opportunity to work with a dynamic and innovative team.

- Contribute to groundbreaking advancements in biotechnology and healthcare.

- Professional growth and development in a cutting-edge industry.

How to Apply

If you're a proactive, detail-oriented professional who takes pride in creating order, managing complexity, and helping leaders focus on what matters most, we'd love to connect with you.

Please submit your

resume, a cover letter and a short video (2-4 minutes)

to shaina@novelbiome.com with the subject line:

"Executive Assistant - Your Name."

Video Instruction: Please record a short video (2-4 minutes) introducing yourself and answering the following questions. Upload your video to a private YouTube, Loom, Google Drive, or Dropbox link and share the link in your application email.

Introduction - Tell us a little about yourself and why you're interested in this Executive Assistant role. Organization & Prioritization - Share one example of how you've managed multiple urgent tasks or competing priorities. Problem-Solving - Describe a time you created a system, process, or solution that made someone else's work easier. Working Style - Explain what kind of leader you work best with and how you like to communicate. Fun Fact - End with something interesting about yourself outside of work.
We thank all applicants for their interest; only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $50,000.00-$80,000.00 per year

Benefits:

Extended health care
Application question(s):

Novel Biome will not sponsor foreign workers due to the urgent nature of the hiring, do you live in Canada and are able to legally work?
Experience:

EA or senior administrative: 3 years (preferred)
Work Location: In person