Job Description

This role will provide comprehensive executive support to Zai’s US Discovery Team and will manage office operations of the San Diego Lab. It is expected that the EA will work standard office hours and be onsite in the San Diego, CA office.

EXECUTIVE ASSISTANT

• Provide administrative support to US Discovery Team.
• Assume ownership of calendars utilizing strategic gatekeeping & prioritization. Apply thorough context & knowledge of priorities on an org and company level, with awareness of broader org, company & external events.
• Plan, coordinate and book complex travel, virtual and in-person global meetings with complex calendaring required. Anticipate and monitor external factors that could impact travel and proactively addresses. 
• Complete and submit expense reports as prescribed by T&E policy in a timely manner. Facilitate expense approvals on behalf of the manager as appropriate. Actively resolve expense issues with internal and external partners. Submit and track invoices.
• Support meeting logistics including global calendaring coordination. May also support facilitation, meeting materials, agenda, notes/follow ups, and supplemental needs, live streaming/recording, or IT support as needed.
• Support accounting and procurement operations which include vendor setup, purchasing, coordinating with Finance and key suppliers for the resolution of payables issues and process improvements, and coordinating third-party quotes, repairs, and service maintenance.
• Logistical support and planning of external team events and activities (offsites, meals, milestone & quarterly team activities, seasonal celebrations). 
• Assist with document preparation.

OFFICE MANAGEMENT

• Be the face of the office while screening calls and assisting visiting guests at the office.
• Serve as the main point of contact for the vendors and personnel
• Stay up to date on the latest company policies and resources to educate the team.
• Help to plan the site/lab events, team building activities, or cultural initiatives; collaborate with other teams to create company-wide events.
• Manage and organize food, beverage, and office supplies inventory
• Implement miscellaneous business processes, procedures, templates, and systems to support the team through rapid growth.

Qualifications

REQUIRED:

• High School diploma with 8 years relevant experience of which 6 years are assisting a senior or executive level and 5 years are operational experience in biological/technical environment; or equivalent combination of education, training, and experience.

PREFERRED:

• Experience with Microsoft Outlook Mail & Calendar; Office 365 Applications (Excel, PPT, Word, Teams, OneDrive, OneNote, SharePoint), collaboration applications (Slack, Teams, Zoom, Sli.do, etc.)
• Demonstrates excellent written and verbal communication and operations management, specifically related to time management, budgets and projects.
• Ability to exercise appropriate discretion in all circumstances regarding materials or information of a confidential nature, respecting Zai’s policies and procedures.
• Strong interpersonal and relationship building skills to work with a variety of personalities and adapt to different styles.
• Demonstrated ability to manage competing priorities, effective time management skills, pro-active approach, high attention to detail, results and solutions oriented.
• Mandarin speaking a plus

Zai Lab US requires all employees who are working onsite or who are in customer facing positions to be vaccinated against COVID-19 (subject to any legally required exemptions)

Additional Information

The pay range for this position at commencement of employment is expected to be between $51.44 and $57.21/hour; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements, including a sign-on bonus, restricted stock units, and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment.

If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

At Zai, we are proud of the gender diversity of our company and our promotion of women in biotech. We have achieved gender base pay equity at all levels, 58% of our employees are women and 54% of our management positions are held by women. We are committed to the health of patients and our planet. That’s why our environmental protection, social responsibility, and corporate governance strategy, called “Trust for Life” is integrated within our business.

Disclaimer: This description is not intended to be construed as an exhaustive list of duties, responsibilities, or requirement for the position. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or based on disability.