Supports people operations and office administration, including onboarding, offboarding, employee records, recruiting coordination, vendor and facilities management, supplies, mail, events, invoices, and internal documentation. Partners with HR, Finance, IT, recruiting, and team leads to maintain organized processes and a positive employee experience in an onsite startup environment.
GenBio AI is an AI for Science company on a mission to make biology fully computable. We are building AIDO (AI-Driven Digital Organism) to simulate living systems, decode biology holistically, and accelerate medical and scientific research. Our first step toward that mission is AIDO Cell, the first virtual cell world model that holistically simulates cell biology from molecules up to whole-cell behavior. It enables researchers to run experiments virtually, predicting how cells respond to genetic changes, drugs and other interventions before going into the lab. It is supported by AIDO Foundry, an AI-builds-AI engineering framework for automating virtual cell development, and AIDO Lab, an interface to digitally run experiments and observe the results. Together they form the foundation for a new paradigm in AI-driven drug discovery, bioengineering, and fundamental biomedical research.
Job Description
We’re looking for a highly organized and proactive HR & Operations Assistant to support day-to-day people operations and office operations. This role is ideal for someone who enjoys wearing multiple hats, thrives in a fast-paced startup environment, and wants exposure to HR, operations, office management, and cross-functional coordination.
In this role, you’ll work closely with HR, Finance, IT, and team leads to ensure smooth onboarding and offboarding experiences, maintain accurate HR records and documentation, and support efficient, well-run office operations. You’ll play a key role in creating a positive employee experience by keeping processes organized, communication flowing, and day-to-day needs running seamlessly.
This is an on site position. We are open to hiring this role either as part-time (20-25hr/week) or full-time (40hr/week) based on experience level and commitment.
Key Responsibilities
- Support employee onboarding and offboarding, including documentation, system access, and coordination with IT and payroll vendors
- Maintain accurate and up-to-date employee records (contracts, personal data, compliance documents)
- Assist with intern and contractor administration
- Help ensure compliance with local labor regulations and internal policies
- Respond to basic employee HR questions and escalate when needed
- Partner with the recruiting team to coordinate, schedule and manage interviews across multiple roles and office locations
- Maintain accurate and up-to-date candidate pipelines and hiring data, ensuring efficiency and attention to detail
- Communicate proactively with candidates and hiring teams to deliver a smooth, positive hiring experience
- Conduct and document reference checks in alignment with hiring guidelines
- Manage day-to-day Palo Alto office operations, including office supplies, access badges, seating, facilities coordination, swag inventory, and vendor relationships
- Ensure the office maintains a neat, tidy, and professional appearance, including meeting rooms, lobby, kitchen, and common areas.
- Manage incoming and outgoing mail and packages, including shipments via USPS, FedEx, and other couriers
- Coordinate with building management to address office issues, maintenance requests, and repairs as needed
- Coordinate with IT/vendors for on-site needs
- Assist with expense tracking, invoices, and operational documentation
- Plan and execute in-office events and internal meetings, including happy hours, offsites, All Hands meetings, holiday parties, and other company events
- Maintain internal documentation on Confluence / shared drives
- Support ad-hoc projects across HR, Operations, and Finance as needed
HR Support & People Operations
Recruiting Coordination
Operations & Office Support
Qualifications
- 2+ years of experience in People Operations, Office Management, Administrative Support, or similar role in a fast-developing company
- Hands-on experience in office or workplace operations, including vendor management, supply chain, facilities coordination, and on-site events.
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Ability to multitask and prioritize in a fast-moving environment, and flexible with working on requests from different time zones
- Proficient with Google Workspace; experience with tools like Deel, Lever, Confluence, Slack, or QuickBooks is a plus
- Startup experience or interest in a tech / AI environment is a plus
What We’re Looking For
- Proactive, reliable, detail and solution-oriented. Has strong ownership and a self-starter
- Comfortable with ambiguity and learning on the job
- Team-oriented with a “no task too small” mindset
- Enjoys supporting people and improving processes
Join us as we embark on this journey to redefine the future of biology and medicine.
We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. GenBio AI participates in the U.S. Department of Homeland Security’s E-Verify program to confirm the employment eligibility of all newly hired employees. For more information on E-Verify, please visit www.e-verify.gov. #LI-LK1
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