IT Administrative Assistant

BioTalent Canada; Vancouver; On-site; CAD 65,000 - 90,000; Full time

Job summary

Zymeworks in Vancouver is seeking an experienced Executive Assistant/Operations Coordinator to support the IT leadership team in a hybrid role with at least 3 days onsite. You will manage vendor onboarding, procurement, contract tracking, and documentation, while coordinating meetings, reports, and travel.

Strong MS Office, PowerPoint and procurement systems experience are essential. The role emphasizes confidentiality, multitasking, and collaboration across technical and non-technical teams in

Qualifications

• Diploma or Bachelor’s degree in a related field or equivalent
• 3+ years in executive assistant, administrative, or operations coordination
• Experience providing administrative support to leadership
• Experience creating PowerPoint decks for leadership
• Experience coordinating procurement, contracts, vendors, or software licensing
• Experience supporting an IT department or technology-focused organization is preferred
• Strong organizational and time management skills with attention to detail
• Excellent interpersonal and communication skills across technical and non-technical teams

Responsibilities

• Coordinate IT vendor onboarding, contract administration, renewals and onboarding/offboarding processes
• Support IT procurement activities like requisitions, POs, software renewals and vendor communications
• Partner with Procurement, Finance, Legal and IT to facilitate contract execution
• Maintain records of IT contracts, POs, software licenses, assets and documentation
• Monitor license renewals to ensure timely renewals and policy compliance
• Track hardware inventory and maintain up-to-date records
• Prepare reports and dashboards on budgets, invoices, expenditures, forecasts and metrics
• Coordinate department meetings and documentation across IT
• Assist in modernizing IT documentation practices
• Provide admin support to IT leadership including calendar, travel and comms
• Assist in presentations, reports and communications for IT leadership
• Identify process improvements and participate in continuous improvement
• Assist in ticket coordination
• Perform other operational, admin, change management duties as assigned

Skills

Executive support

PowerPoint decks

Procurement/contracts

IT department experience

Project coordination

Microsoft Office

Education

Diploma or Bachelor's degree

Tools

Coupa

DocuSign

Jira

Smartsheet

Microsoft Project

Job description

Zymeworks is a global biotechnology company managing a portfolio of licensed healthcare assets and developing a diverse pipeline of novel, multifunctional biotherapeutics to improve the standard of care for difficult-to-treat diseases, including cancer, inflammation, and autoimmune disease. The Company’s asset and royalty aggregation strategy focuses on optimizing positive future cash flows from an emerging portfolio of licensed products such as Ziihera® (zanidatamab-hrii) and other licensed products and product candidates such as pasritamig. In addition, Zymeworks is also building a portfolio of healthcare assets that can generate strong cash flows, while supporting the early-stage development of innovative medicines. We are a global company headquartered in Vancouver BC, with operations in Bellevue WA, Dublin IRE, and Singapore.

Why Work With Us

Nothing is more critical to our success than the quality of our team. The work we do is meaningful and impactful – we care about each other as well as the patients we serve. We offer challenging career opportunities, competitive benefits and an environment that recognizes and rewards performance.

This role will be located in Vancouver and is hybrid with a minimum of 3 days per week onsite.

What You’ll Do

• Coordinate IT vendor onboarding, contract administration, renewals, and contractor onboarding/offboarding processes.
• Support IT procurement activities by coordinating purchase requisitions, purchase orders, software renewals, and vendor communications.
• Partner with Procurement, Finance, Legal, and IT stakeholders to facilitate contract execution.
• Maintain accurate records of IT contracts, purchase orders, software licenses, assets, and related documentation across internal systems.
• Monitor software and hardware license renewals to ensure timely renewals and compliance with company policies.
• Track hardware inventory, ensure records are up to date and flag when inventory is running low or needs maintenance.
• Track departmental budgets, invoices, expenditures, forecasts, and key operational metrics; prepare reports and dashboards as required.
• Coordinate department meetings, agendas, documentation, and follow-up on action items across the IT organization.
• Ensure accurate record keeping and assist in modernizing IT’s documentation practices.
• Provide administrative support to IT leadership, including calendar coordination, meeting logistics, travel arrangements, and departmental communications as needed.
• Assist in preparing presentations, reports, organizational communications, and documentation for IT leadership.
• Identify opportunities to improve departmental processes and contribute to continuous improvement initiatives.
• Assist in ticket coordination.
• Perform other operational, administrative, change management and coordination duties as assigned.

What You’ll Bring

• Diploma or Bachelor’s degree in Business Administration, Information Technology, or a related field, or an equivalent combination of education and experience.
• 3+ years of experience in an executive assistant, administrative, or operations coordination role.
• Experience providing administrative support to leadership is required.
• Experience creating PowerPoint decks for leadership is required.
• Experience coordinating procurement, contracts, vendors, or software licensing is required.
• Experience supporting an IT department or technology-focused organization is preferred.
• Experience supporting multiple priorities and stakeholders in a fast-paced environment.
• Strong organizational and time management skills with exceptional attention to detail.
• Strong aptitude for understanding and adhering to established and changing processes.
• Excellent interpersonal and communication skills, with the ability to collaborate across technical and non-technical teams.
• Demonstrated ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
• Experience with procurement and contract tracking systems; Coupa and DocuSign experience is preferred.
• Experience with project coordination tools such as Jira, Smartsheet, Microsoft Project, or similar platforms is an asset.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Strong problem-solving skills with a proactive, customer-service-oriented mindset.
• Ability to work independently while supporting multiple team members and leaders.
• Comfortable coordinating operational activities, meetings, and executive-level administrative tasks within a dynamic IT environment.

Total Rewards

We offer a comprehensive total rewards package, which includes competitive salaries, generous benefits, an outstanding work environment, and excellent opportunities for professional growth. We regularly benchmark our compensation against leading biotechnology companies in our geographies.

The base salary range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position in the location for which the job is posted and does not include bonus, equity, or benefits. Within the range, individual pay is determined by a variety of factors and the salary offered may vary depending on the successful candidate’s location and qualifications (including, but not limited to, job-related knowledge, education, training, skills, and experience).

This role is not eligible for relocation or immigration support.

All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin or disability.