HR Administrative Assistant (Office based SSF, CA 4xwk)

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.

Qualifications :

REQUIRED

• Bachelors 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.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Remote Work :

No

Employment Type :

Full-time