Office Assistant jobs in Halifax, NS

3DBioFibR produces high-performance biofibers that enable product developers to unlock new solutions. Using a novel, patented contact drawing manufacturing technology, we supply biofibers, including collagen and spider silk, at a quality, scale, and cost that has never before been possible. This capability is enabling the adoption of these biomaterials across multiple industries, and the Company is experiencing significant growth as a result. Our vision is to become the world’s premier biomaterial manufacturing partner.

As 3DBioFibR continues to grow, we are seeking a proactive, highly organized, and resourceful Executive Assistant to provide high-level administrative and operational support to the Company’s leadership team. This role is central to keeping priorities, schedules, and day-to-day activities organized and moving forward. We are looking for a self-starter who appreciates autonomy within their work, and can create their own structures to ensure they job is done well.

The successful candidate will manage calendars, coordinate meetings and travel, prepare materials, track follow-ups, and support internal and external communications. They will work closely with leaders, team members, customers, partners, and vendors while handling confidential information with professionalism and discretion.

The Executive Assistant will also support the Business Development team with meeting logistics, customer and partner follow-ups, conferences, events, and presentation materials. The role will oversee shipping and receiving, coordinate procurement and purchasing, maintain office supplies and records, and support broader administrative needs.

This is an excellent opportunity for someone who enjoys creating order, anticipating needs, and taking ownership. The ideal candidate is detail-oriented, responsive, adaptable, and able to balance competing priorities in a collaborative workplace.

3DBioFibR is focused on attracting and retaining the best people in the industry who identify with our mission, our innovative results driven approach, and our core values: Great to Work With, Do Great Work, Own Your Impact, and Drive, Solve, Grow. We offer an inspiring and collaborative environment that encourages individual contributions, recognizes performance in multiple ways, and provides challenging opportunities for career development.

Key Responsibilities

• Provide high-level administrative support to the executive and leadership teams, helping to manage priorities and ensure timely follow-through on key activities.
• Manage calendars and scheduling, including coordinating internal and external meetings, resolving conflicts, and ensuring leaders are prepared for upcoming commitments.
• Coordinate meetings by preparing agendas and materials, arranging logistics, taking notes when required, and tracking decisions and follow-up actions.
• Coordinate travel arrangements for executives, the Business Development team, and other employees as required, including transportation, accommodations, itineraries, and related logistics.
• Draft, format, proofread, and organize correspondence, presentations, reports, meeting materials, and other confidential or sensitive documentation.
• Maintain organized executive, corporate, and administrative files, records, templates, and shared documentation.
• Support the Business Development team in maintaining responsive relationships with customers, partners, and collaborators.
• Assist with Business Development meeting coordination, customer and partner communications, follow-ups, presentation materials, product information, and opportunity tracking.
• Support the planning and execution of conferences, trade shows, customer meetings, and company events, including registration, travel, schedules, meeting preparation, lead sourcing, and marketing materials.
• Coordinate incoming and outgoing shipments, including preparing shipping documentation, arranging couriers, tracking deliveries, receiving and distributing packages, and maintaining accurate shipment records.
• Manage all domestic and international shipping requirements and help ensure packages are prepared, documented, and delivered on schedule.
• Coordinate procurement and purchasing activities, including obtaining quotes, preparing purchase orders or requests, placing orders, tracking approvals and deliveries, and maintaining organized purchasing records.
• Liaise with vendors and internal stakeholders to confirm specifications, pricing, availability, delivery timelines, and resolution of order or invoice discrepancies.
• Monitor office, kitchen, and general operational supplies and coordinate replenishment to support day-to-day business needs.
• Assist with hosting customers, partners, collaborators, board members, and other visitors at the 3DBioFibR facility.
• Support general office coordination and administrative requirements, including document management, filing, meeting-space readiness, and vendor coordination.
• Provide additional executive, Business Development, operational, and administrative support as Company priorities evolve.

Qualifications & Attributes

• Post-secondary education in Business Administration, Office Administration, Communications, or a related field, or an equivalent combination of education and experience.
• Experience in an Executive Assistant, Administrative Assistant, Office Coordinator, or similar support role is preferred.
• Exceptional organization, time management, attention to detail, and ability to anticipate needs.
• Ability to manage competing priorities, deadlines, meetings, and follow-ups in a fast-paced environment.
• Strong written and verbal communication skills and a professional approach to stakeholder interactions.
• Sound judgment and discretion when handling confidential, sensitive, or commercially important information.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with procurement systems, shipping and courier platforms, or customer databases is an asset.
• Proactive, resourceful, and solutions-oriented, with a willingness to take ownership and follow through.
• Strong interpersonal skills and a collaborative, service-oriented approach.
• Previous experience in a biotechnology, startup, small business, or high-growth environment is an asset.

Pay: $48,000.00-$52,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee stock purchase plan
• Extended health care
• Life insurance
• Paid time off

Work Location: In person