Administrative Assistant

ZS; South San Francisco (CA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

ZS is a management consulting and technology firm focused on improving life through data, science, technology and human ingenuity. The Administrative Assistant role supports consultants by handling calendars, travel, expense processing, meeting logistics, and document preparation.

The position operates in a hybrid schedule with 8am–5pm hours and travel as needed. The ideal candidate has 2–3 years of relevant experience, strong communication skills, and a client-first mindset, with proficiency in

Qualifications

• High school diploma required; an undergraduate degree is preferred.
• 2–3 years of administrative or executive assistant experience.
• Experience with MS Office suite; familiarity with SAP/Concur is desirable.
• Strong written and oral communication, professional demeanor.
• Able to work independently and as part of a team within a demanding environment.
• Fluency in English; client-first mindset.

Responsibilities

• Prepare domestic and international travel logistics, including itineraries and visa coordination.
• Provide scheduling support to multiple individuals, including appointment, calendar, and meeting management.
• Process expense reports in compliance with current firm policies and compliance guidelines.
• Partner with workplace experience on meeting logistics, venue booking, catering, and accommodations.
• Assist in scheduling and coordinating meetings, prepare agendas, take minutes, and distribute materials.
• Prepare and organize documents for client proposals and presentations.
• Help maintain client relationship databases and organizational charts.
• Address routine problems and troubleshoots with stakeholders.
• Help organize and maintain filing systems.
• Assist onboarding of new team members and provide access/training support.
• Provide back‑up support as needed.
• Complete administrative processes and assist with special projects.
• Understand and communicate firm policies; use AI-enabled tools to create efficiencies.
• Participate in group learning and development opportunities.
• Hours are 8am-5pm with hybrid schedule 3 days in office, 2 remote.

Skills

Verbal communication

Written communication

Team collaboration

Detail oriented

Time management

Proactive

Education

High school diploma

Undergraduate degree preferred

Tools

MS Office

SAP

Concur

Job description

ZS is a place where passion changes lives. As a management consulting and technology firm focused on improving life and how we live it, we transform ideas into impact by bringing together data, science, technology and human ingenuity to deliver better outcomes for all. Here you’ll work side‑by‑side with a powerful collective of thinkers and experts shaping life‑changing solutions for patients, caregivers and consumers, worldwide. ZSers drive impact by bringing a client‑first mentality to each and every engagement. We partner collaboratively with our clients to develop custom solutions and technology products that create value and deliver company results across critical areas of their business. Bring your curiosity for learning, bold ideas, courage and passion to drive life-changing impact to ZS.

ZS’s Corporate Enterprise Functions

operate the firm’s core internal functions. Our global teams comprise team‑oriented, pragmatic and results‑driven people who thrive in a challenging work environment. Our people come from diverse backgrounds but share a passion for quality customer service and dedication—whether our customer is a client or another ZS employee.

The Administrative Assistant increases productivity of consulting professionals by handling administrative tasks including calendar coordination, compliant expense processing, meeting support, document preparation and front desk backup. The role operates within defined procedures and centralized tools to improve efficiency, consistency, and service delivery.

What You’ll Do

• Prepare domestic and international travel logistics, including itineraries and visa coordination.
• Provide scheduling support to multiple individuals, including appointment, calendar, and meeting management.
• Process expense reports in compliance with current firm policies and compliance guidelines.
• Partner with workplace experience on meeting logistics for internal and external meetings and activities, including venue booking and catering arrangements, setup, and hotel accommodations.
• Assist in scheduling and coordinating meetings, which may include preparing agendas, take minutes, and distribution of meeting materials.
• Prepare and organize documents for client proposals and presentations, including contract tracking, printing, and meeting support materials.
• Help maintain client relationship databases and organizational charts with up-to-date contact information.
• Address routine problems and troubleshoots with internal and external stakeholders.
• Help organize and maintain filing systems.
• Assist onboarding of new team members, including welcoming new joiners, providing client system access, directing access to compliance training, and related support.
• Provide back‑up support as needed.
• Complete administrative processes and assist with special projects as requested.
• Understand and work within firm policies and guidelines and communicate updates to stakeholders.
• Utilize all available resources, including AI enabled tools, to create efficiencies.
• Participate in group learning and developmental opportunities.
• Hours are 8am-5pm with a hybrid in office schedule of 3 days a week in person and 2 working from home.

What You’ll Bring

• High school diploma required; undergraduate degree preferred.
• Two to three years of prior relevant experience as an Administrative or Executive Assistant, preferably in a professional services environment.
• Computer fluency with Microsoft Office, Word, PowerPoint, Excel and Outlook; SAP, Concur or other expense reporting programs desirable; comfort leveraging AI‑enabled tools to create efficiencies.
• Strong oral and written communication skills.
• Professional appearance and demeanor with the ability to exercise good judgment and discretion.
• Attention to detail, dependability, and punctuality.
• Proactive self‑starter with the ability to manage routine tasks, follow defined procedures, and meet deadlines.
• Experience working both independently and with a team in a demanding environment.
• A sense of humor is appreciated.
• Fluecny in English.
• Client‑first mentality.

How you’ll grow

• Cross‑functional skills development & custom learning pathways
• Milestone training programs aligned to career progression opportunities
• Internal mobility paths that empower growth via s-curves, individual contribution and role expansions.

Perks & Benefits

At ZS, your growth matters. We offer a comprehensive total rewards package that supports your health and well‑being, financial future, time away, and professional development. With robust skills‑building programs, multiple career progression paths, internal mobility, and a deeply collaborative culture, you’ll have the opportunity to do meaningful work, expand your capabilities, and thrive as part of a global community. For details on total rewards in United States, visit ZS US office locations | Where we work | ZS.

Hybrid working model

We are committed to giving our employees a flexible and connected way of working. A flexible and connected ZS allows us to combine work from home and on‑site presence at clients/ZS offices for the majority of our week. The magic of ZS culture and innovation thrives in both planned and spontaneous face‑to‑face connections.

Travel

Travel is a requirement at ZS for client facing ZSers; business needs of your project and client are the priority. While some projects may be local, all client‑facing ZSers should be prepared to travel as needed. Travel provides opportunities to strengthen client relationships, gain diverse experiences, and enhance professional growth by working in different environments and cultures.

At ZS, we honor the visible and invisible elements of our identities, personal experiences, and belief systems—the ones that comprise us as individuals, shape who we are, and make us unique. We believe your personal interests, identities, and desire to learn are integral to your success here. We are committed to building a team that reflects a broad variety of backgrounds, perspectives, and experiences. Learn more about our inclusion and belonging efforts and the networks ZS supports to assist our ZSers in cultivating community spaces and obtaining the resources they need to thrive.

ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law.

Work Authorization

This position is not eligible for visa sponsorship. Candidates must have authorization to work in the United States that does not now or in the future require employer sponsorship.