Executive Assistant & Office Manager

Company Description

Zai Lab Limited (NASDAQ: ZLAB; HKEX: 9688) is an innovative, research-based, commercial-stage biopharmaceutical company based in China and the United States focused on bringing transformative medicines for oncology, autoimmune disorders, infectious diseases, and neurological disorders to patients in China and around the world. Our goal is to leverage our competencies and resources to positively impact human health worldwide.

Founded in 2014, our experienced team has secured partnerships with leading global biopharmaceutical  companies, generating a broad and late-stage pipeline of innovative drug candidates. Based on our proven  track record of  success, Zai Lab has earned the reputation as a trusted partner of choice for global biopharmaceutical companies seeking to not only access the Chinese market but also find a long-term strategic partner for global clinical development.  Our unique business model builds on our in-licensed assets and innovative partnerships to expand our internal discovery and development capabilities and has created a portfolio of potential best-in-class and/or first-in-class therapies. Zai currently has four products on the market in China

Zai Lab was successfully listed on the Nasdaq Stock Market in September 2017 and completed secondary listing on Hong Kong Stock Exchange in September 2020. In 2022, Zai Lab became dual-primary listed on both the Nasdaq and the Hong Kong Stock Exchanges. Since its inception, Zai Lab has expanded significantly with several offices across China. In 2021, Zai Lab established its U.S. Headquarters in Cambridge, Massachusetts.  As of January 2022, the Company has a global team of approximately 2000 employees.

Job Description

This role will provide comprehensive executive support to Zai’s Global Oncology Research and Development (R&D) Team and will manage office operations of the South San Francisco office. It is expected that the EA will work standard office hours, be available after hours as needed, and be onsite in the South San Francisco, CA office.

Executive Assistant

• Manage the office of the President, Head of Global Oncology Research and Development
  • Work directly with the President to support all aspects of daily routine
  • Serve as liaison between President and others, including ownership of calendar utilizing strategic gatekeeping & prioritization. Apply thorough context & knowledge of priorities on an org and company level, with awareness of broader org, company & external events.
  • Handle communication on behalf of the President
  • Maintain confidential information
• Provide administrative support to Global Oncology R&D Team.
• 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.
• Develop and maintain itineraries for travel.
• Plan and prepare for external meetings with partners, investors, Board of Directors and customers as well as preparation for speaking engagements.
• 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 including letters, memos and presentations for internal and external audiences.

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