Job Specifications
Bioptimus is building the first universal AI foundation model for biology to fuel breakthrough discoveries and accelerate innovation in biomedicine. With more than $75M in funding, Bioptimus is a fast-growing start-up headquartered in Paris, incorporated in October 2023. Backed by leading international venture capitalists, our world-class team of scientists and engineers is redefining the frontiers of AI and life sciences.
Location: Paris / On-site 3–4 days per week
(This is a highly employee-facing role and requires strong presence in the office.)
About the Role
We are looking for a highly organized, proactive person to run Office Manager / Workplace Operations Specialist to support our Executive Committee (CEO, COO, GM, CCO), run the physical and digital office environment, and act as a community-builder for the entire team.
This hybrid role spans:
Executive Assistant support to ExCom
Office & digital workspace management
People administrative support
Community management, rituals & events
Cross-functional coordination
Creative & communication support
You will be the connective presence ensuring that employees feel supported, informed, and engaged, while enabling leadership to operate efficiently.
You will report to the COO and work directly with Operations and support all functions in the company.
What you'll be doing
As our Office Manager / Workplace Operations Specialist, you will work over the following strategic domains:
Executive Support
Manage complex calendars and cross-time-zone scheduling.
Coordinate meetings, agendas, materials, and follow-ups.
Manage internal and external communications with professionalism and discretion.
Handle travel arrangements, itineraries, offsite logistics.
Office & Digital Workspace Management
Office operations: supplies, access, meeting rooms, vendor relationships, equipment, workspace setup.
Digital operations: maintain and structure Notion, Google Drive, internal documentation, directories, templates.
Keep both the physical and digital environments organized, up-to-date, and easy to navigate.
Act as the operational point of contact for daily employee needs.
Ensure employees and visitors experience a smooth, professional, welcoming environment.
Community Management, Culture & Events
Act as community manager for the entire company - strengthening connection, belonging, and culture.
Plan and deliver internal events (team gatherings, all-hands, workshops, celebrations, employee activities).
Organize company offsites (agenda, logistics, follow-ups).
Coordinate high-quality corporate events (workshops, conferences, dinners, technical webinars).
Ensure visitors, partners, and candidates have a seamless and engaging experience.
Support the creation of a cohesive, human-centered cultural fabric across Bioptimus.
People Admin Support
Manage onboarding logistics: welcome packs, workstation setup, Day-1 schedule.
Support employee lifecycle admin: payroll coordination, holiday tracking, documentation.
Manage company merchandise orders and distribution.
Help maintain a positive, structured, high-quality employee experience from onboarding onward.
Cross-Functional Operational Support
Support Ops, People, Finance, and Marketing during high-velocity periods or special initiatives.
Coordinate logistics, documents, trackers, and operational workflows.
Help craft internal announcements and event-related communications.
You bring structure, clarity, and execution discipline across all operational touch-points.
What you’ll bring
The successful candidate is an energetic connector and people person, with a proven track record of building team culture in a high-growth, technology-driven environment.
Core Traits
Warm community-builder — naturally brings people together and creates connection.
Highly organized — able to manage many moving parts with structure and clarity.
Proactive & anticipatory — sees needs before they arise.
Professional & discreet — trusted to handle confidential information.
Reliable under pressure — thrives in fast-paced environments.
Creative & resourceful — able to write, design, organize, and problem-solve with ownership.
Skills & Experience
4–6 years in executive assistance, operations, office management, hospitality, people ops, or community management.
Experience managing executive calendars, logistics, events, and communication.
Comfortable with Google Workspace, Notion, and structured digital organization.
Excellent written & verbal communication in English and French.
Light design skills (Figma, Canva, Keynote) is a plus.
The Candidate Journey
To be considered, please submit your CV in English.
We believe in a transparent and collaborative interview process. Here is what you can expect after submitting your application:
Screening: Once you have applied, the hiring team will review your application. If your experience and skills align with the role, you will be invited to a 30-minute introductory call with the Hiring Manager. The goal is t