Office Lead & Administrative Assistant

Zymeworks Inc.•New York, NY

7h•$80,000 - $110,000

About The Position

The Office Lead & Administrative Assistant provides day-to-day administrative support to the Head of Commercial and helps ensure office operations run efficiently. The role coordinates meetings, travel, documents, expenses, purchase orders, and credit card reconciliation, while partnering with Finance, HR, and the Chief of Staff as needed. It also supports team events, workplace initiatives, and employee engagement, and builds effective working relationships across the business. The successful candidate will proactively improve administrative processes, exercise discretion with sensitive information, and anticipate and address administrative and office-related needs.

Requirements

Post-secondary education in business administration, office administration, or a related field, plus 5+ years of relevant experience, or an equivalent combination of education and experience.
Experience providing administrative support to senior leaders and coordinating office operations, team activities, or workplace initiatives.
Strong organizational and time-management skills, including the ability to manage competing priorities in a fast-paced, evolving environment.
Excellent written and verbal communication skills and strong attention to detail.
Proactive, solutions-oriented approach, including initiative to anticipate needs, identify improvements, and follow through on commitments.
Strong interpersonal skills and ability to build effective working relationships across teams, levels, and external partners.
Professionalism, sound judgment, and discretion when handling confidential or sensitive information.
Customer-service mindset and ability to remain calm, adaptable, and approachable during busy or high-pressure periods.
Experience coordinating meetings, events, and domestic and international travel across multiple time zones.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

Provide day-to-day administrative support to the Head of Commercial, including calendar management, meeting coordination, and travel arrangements.
Coordinate internal and external meetings, including scheduling, preparing agendas and materials, arranging virtual or in-person logistics, and organizing catering as needed.
Prepare, edit, and format correspondence, presentations, reports, and other business documents.
Support expense reporting, purchase order creation, and corporate credit card reconciliation in accordance with company policies and deadlines, partnering with Finance and HR as needed.
Partner with the Chief of Staff to coordinate effectively and provide backup support when required.
Serve as a key point of contact for day-to-day office operations and help keep the workplace organized, welcoming, and efficient.
Coordinate team meetings, departmental events, and office initiatives, including logistics, timelines, and budgets.
Support workplace culture and engagement through social activities, team events, and other initiatives.
Collaborate with colleagues across the business to support an inclusive, productive workplace.
Identify opportunities to improve administrative processes, streamline workflows, and enhance team effectiveness.
Build working relationships across Commercial and other support functions to facilitate communication and coordination.
Handle confidential information and sensitive business matters with sound judgment and discretion.
Take ownership of administrative and office priorities, anticipating needs and addressing issues proactively.