Executive Assistant and Operational Support

Company Overview:
Novel Biome is a pioneering biotechnology company at the forefront of microbiome research and development. We work with healthcare practitioners, clinics, hospitals, and researchers to support safe access to high-quality microbiome-based therapeutics. Our mission is to leverage the potential of the human microbiome to revolutionize healthcare and improve patient lives. As a growing company operating in a highly regulated and evolving field, we value organization, initiative, professionalism, and strong follow-through.

Position Overview:

Novel Biome is seeking a proactive, highly organized and experienced Executive Assistant and Operational Support professional to support our Chief Executive Officer and work closely with our Director of Operations.

This is a varied role combining executive assistance with hands-on operational coordination. The successful candidate will help the CEO manage priorities, communications, meetings, and follow-up while also supporting important company activities, including the administrative coordination of Novel Biome’s donor program.

The ideal candidate enjoys creating order, managing multiple priorities, improving systems, and ensuring important tasks are carried through to completion. This role is well suited to someone who is comfortable moving between executive-level support and detailed administrative work in a growing organization.

This is a full-time position based in-person at Novel Biome’s facility in Chilliwack, British Columbia.

• Manage the CEO’s calendar, meetings, travel, and competing priorities across multiple business activities.
• Monitor and organize communications, prepare meeting materials, and draft routine correspondence.
• Attend selected meetings, document decisions and action items, and ensure follow-up is completed.
• Act as a professional point of contact for internal and external stakeholders.
• Provide limited personal scheduling and logistical support when required.

• Work closely with the Director of Operations to coordinate company priorities, projects, deadlines, and follow-up.
• Maintain project trackers, contact lists, records, and administrative systems.
• Assist with document preparation, research, expense tracking, and other operational requirements.
• Help identify gaps, improve workflows, and create systems that make the leadership team more effective.
• Coordinate the administrative workflow for prospective and active donors, including communications, scheduling, documentation, testing requirements, and follow-up.
• Support donor recruitment communications, referral activities, and programme materials as needed.

• Coordinate conference and business travel logistics, registrations, schedules, materials, and follow-up.
• Support lead tracking, contact management, meeting coordination, and CRM updates.
• Assist with selected research and business-development projects.

• 3-5+ years of experience in executive assistance, senior administration, operations coordination, office management, or a similar role.
• Experience directly supporting a senior executive, founder, or business owner.
• Strong organizational skills and the ability to manage competing priorities without losing track of details.
• Excellent written and verbal communication skills.
• Sound judgment, professionalism, and discretion when handling confidential information.
• A take-charge attitude, proactive mindset, and ability to anticipate the needs and competently ask for clarity.
• Confidence communicating with executives, employees, healthcare professionals, donors, and external partners.
• Proficiency with Microsoft Office, Google Workspace, virtual meeting platforms, and shared document systems.
• Experience with project-management software, CRMs, databases, or scheduling systems is an asset.
• Experience in healthcare, biotechnology, pharmaceuticals, research, regulated manufacturing, or donor or patient coordination is an asset but not required.

• Competitive compensation and 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.