HR Administrative Assistant; Office based - SSF, CA​/Temporary

Overview

Zai Lab is a patient-focused, innovative, commercial-stage, global biopharmaceutical company based in China and the United States. We are dedicated to discovering, developing, and commercializing best-in-class and first-in-class therapies that address medical conditions with significant unmet needs in oncology, immunology, neuroscience, and infectious disease. Our mission is to leverage our expertise and resources to make a lasting, positive impact on human health worldwide.

We are a global team of professionals collaborating across time zones to deliver meaningful impact where it’s needed most. Our headquarters are in Cambridge, MA and Shanghai, with teams in the U.S., China and Europe. We are publicly traded with dual-primary listings on the Nasdaq and the Hong Kong Stock Exchange.

This role focuses on administrative support across HR and Communications, with a base in our South San Francisco, CA office. The position requires being in the office 4 days per week.

The Administrative Assistant provides support to multiple senior leaders across HR and Communications with calendar and travel management, expense reporting, and procurement requests. This position also supports HR Operations by coordinating recruitment and onboarding processes, managing HR systems data, and assisting with employee events and inquiries. Additionally, it provides office support for the South San Francisco location, including inventory management and day-to-day logistics.

The position is based in our South San Francisco, CA office. (Must be in the office 4x/wk)

• Executive Support:
  Provide calendar and travel support for several senior leaders in HR and Communications.
• Manage complex calendars, schedule meetings, and coordinate logistics across time zones.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Prepare and submit expense reports and track reimbursements.
• Process and track procurement requests, including follow-up with Finance to ensure invoices are processed in a timely manner.
• Coordinate document processing via Docusign, ensuring signatures are obtained promptly.

• HR Operations:
  Support recruitment by posting jobs, coordinating interviews, preparing offer letters, initiating background checks, and serving as a liaison between candidates and the organization.
• Coordinate the new hire onboarding process by initiating notifications, scheduling orientations, and ensuring timely completion of all paperwork, including I-9s.
• Perform data entry in HR systems and assist with payroll data audits.
• Process employment verification requests.
• Support company events and wellness events logistics.
• Provide HR triage support by responding to inquiries and consulting with the appropriate HR partner as needed.
• Assist with additional HR projects as assigned.

• Office Support:
  In partnership with the office manager, manage day-to-day office logistics for the South San Francisco office, including stocking supplies, food, and beverages, placing orders as needed, cleaning up conference rooms after meetings and offices after visitors have used them, to ensure a well-equipped and welcoming environment.
• Manage incoming and outgoing mail and deliveries.

REQUIRED

• Bachelor’s degree or equivalent experience.

PREFERRED

• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Proficiency in calendar tools (e.g., Outlook, Google Calendar) and travel booking platforms.
• Experience with HR systems and candidate scheduling tools is a plus.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• High level of discretion, integrity, and professionalism.
• Demonstrated commitment to high personal values and ethical standards.

All your information will be kept confidential according to EEO guidelines. The pay rate for this role is $30-$35 per hour.