Executive Assistant, Legal

Cytokinetics, Incorporated South San Francisco , CA 94080

Posted 4 weeks ago

Cytokinetics is a late-stage biopharmaceutical company focused on discovering, developing and commercializing first-in-class muscle activators and best-in-class muscle inhibitors as potential treatments for debilitating diseases in which muscle performance is compromised and/or declining. As a leader in muscle biology and the mechanics of muscle performance, the company is developing small molecule drug candidates specifically engineered to impact muscle function and contractility. We take a purpose-driven approach by leveraging our unique muscle biology expertise to engineer compounds with specific characteristics aimed at treating diseases that impact muscle function, like heart failure, hypertrophic cardiomyopathy, ALS and SMA.

We view our employees as the unequivocal ingredients to success. Each and every employee is an integral member of the Cytokinetics team, contributing to our shared goal of improving lives. While expectations of our employees are high, there is an equal commitment to ensuring that contributions are recognized and rewarded. We seek exceptional individuals to join us in our mission to develop potential medicines to improve the healthspan of people with cardiovascular and neuromuscular diseases of impaired muscle function.

Reporting to the General Counsel, the successful candidate will provide broad administrative support to the Legal group. The individual will handle details of a highly confidential and critical nature and will need to display a high degree of discretion, integrity, and know how to balance urgent requests with thoughtfulness. The successful individual will bring a positive and can-do attitude and flexibility to the work environment and demonstrate the ability to work with professionalism and courtesy with all levels of internal management, employees, vendors, partners, and external contacts.


  • Manage the calendars, schedules, appointments, and required travel for General Counsel and Legal team as well as coordinating logistics (e.g., meeting room preparation, presentation, catering, travel accommodations, etc.).

  • Prepare complex and professional presentations for a variety of internal and external meetings.

  • Manage and prepare for Board of Director meetings including creating minutes and maintaining the Corporate Board and Committee meeting official files.

  • Manage, reconcile, and complete expense reports, process law firm and vendor invoices and resolve any billing issues with vendors and Finance as well as process and manage purchase/procurement requisitions and contracts.

  • Responsible for administering the contract & document management system; experience with the Conga contract system a plus.

  • Assist in the implementation/rollout of software enhancements to help improve overall contract workflow (e.g., online request/approval system; automatic generation of contracts).

  • Train employees on new contract processes and policies, including training on system.

  • Notify internal requestors regarding expiring company agreements; track and follow up as necessary.

  • Serve as a helpful knowledge base for staff within the department, especially for process and procedures, and provide assistance in a hands-on and proactive manner.

  • Liaise effectively with Executive Assistant counterparts and build strong working relationships with a wide range of company stakeholders at all levels.

  • Organize and maintain Legal Department files (both electronic and paper), including company contracts.

  • Coordinate contact finalization and signatures with attorneys and paralegals, including obtaining notarized signatures.

  • Serve as point person for patent agent, informing agent of abandonments and payments as well as processing of invoices.

  • Coordinate Quarterly Patent Committee meetings.

  • Support Chief Compliance Officer by serving as point person with third party vendor for the company's whistleblower hotline.


  • BA/BS degree is preferred.

  • 10 plus years administrative experience, with 5-7 years supporting executives in the biopharmaceutical sector. Providing executive support for a General Counsel and Legal group highly preferred. Experience handling of Board of Director and senior officers responsibilities for Board and Annual Shareholders meetings a strong plus.

  • Compliance experience highly preferred.

  • Must maintain a positive attitude, be a self-starter, dependable and take pride in work product.

  • Demonstrated ability to take the initiative to get things done and work collaboratively with others; strong team player.

  • Efficient, organized, and have the ability to set priorities and meet deadlines; able to work independently.

  • Strong organizational and time management skills; ability to work with a high sense of urgency within established timelines, exercising consistent follow-through/follow-up when necessary.

  • Trusted to handle details of a highly confidential and critical nature and use excellent judgment at all times.

  • Meticulous eye for detail, accuracy, high standards of presentation and the ability to anticipate, react and thrive in an ambiguous environment.

  • Strong computer skills, including proficiency in PowerPoint, Excel, Word, Outlook, Access, and DocuSign; contract/document management system experience highly preferred.

Our passion is anchored in rigorous and diligent scientific and clinical approaches to the discovery and development of novel mechanism therapeutics. With gratitude for the commitments and convictions of our employees who are inspired by the courage of patients we aim to serve, we believe Cytokinetics will continue to be a pioneering, values-driven, sustainable, fully integrated biopharmaceutical company.

Please visit our website at: www.cytokinetics.com

Cytokinetics is an Equal Opportunity Employer

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Executive Assistant

Calithera Biosciences, Inc.

Posted 1 week ago

VIEW JOBS 11/5/2019 12:00:00 AM 2020-02-03T00:00 Executive Administrative Assistant Background Calithera Biosciences is a clinical-stage biopharmaceutical company pioneering the discovery and development of targeted therapies that disrupt cellular metabolic pathways to preferentially starve tumor cells and enhance immune-cell activity. Driven by a commitment to rigorous science and a passion for improving the lives of people impacted by cancer and other life-threatening diseases, Calithera is advancing a pipeline of first-in-clinic, oral therapeutics to meaningfully expand treatment options available to patients. Calithera is headquartered in South San Francisco, California. Duties and Responsibilities * Prepares materials and presentations for meetings and set up rooms as needed. * Manages calendar(s) and coordinates scheduling. * Obtain and track the necessary approvals required to coordinate the execution of all contracts. * Provide legal filing support including organization of correspondence, documents and legal files including litigation matters. * Responsible for processing and completing expense reports. * Set up conference calls and meetings, often involving internal personnel and/or external parties, and possibly encompassing the use of audio and web-based meeting technologies. * Prepare and coordinate travel, as needed. * Interface effectively with employees and external contacts at all levels. * Handle confidential material effectively and discreetly. * Establish, update and maintain departmental files (paper and electronic), inventories, and records. * Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding department business. * Provide clerical support as necessary, including filing, faxing, copying, collating and all other administrative support. * Proof work and make changes as necessary and/or composes routine correspondence using pre-determined formats. * Serve as a collaborative member of the organization's administrative team and offer relief support, as needed. Qualifications and Requirements * 10+ years relevant legal administrative assistant or C-Suite experience with at least 3+ years in a biotech or pharmaceutical company's legal department and/or relevant experience in a law firm with a Life Sciences practice preferred. * Biotech/Pharmaceutical industry experience necessary. * Legal experience preferred. * California Notary Public (a plus, but not required). * Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global travel itineraries and special projects. * Proven experience handling confidential and sensitive information. * Strong knowledge of MS Office (Excel, Word, PowerPoint, Outlook). * Excellent analytical, planning and organizational skills with strong attention to detail. * Ability to effectively communicate and share knowledge with internal and external contacts at all levels. * Ability to multi task and shift priorities quickly. * Proven ability to work under tight deadlines and pressure in a composed manner. * Must have excellent customer-service orientation, high degree of professionalism, and ability to work with little or no direction and be a strong team player. * Ability to learn quickly and take on new challenges as they arise. * Must be flexible, resourceful, and detail oriented. * Effective interpersonal and communication skills. * Good judgment and the ability to apply it to a variety of situations. * Local candidates only. Calithera Biosciences, Inc. is an equal opportunity employer & prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, and disability, marital and veteran status. Interested candidates should submit their resume to hr@calithera.com Calithera Biosciences, Inc. South San Francisco CA

Executive Assistant, Legal

Cytokinetics, Incorporated