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.

Responsibilities

  • 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.

Qualifications

  • 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


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Executive Assistant, Legal

Cytokinetics, Incorporated