Administrative/Office Assistant

Summary

Join Cytokinetics (UK) Limited as an experienced Administrative/Office Assistant to support their growing UK team. You will manage critical business administrative processes, plan and organize team meetings and events, and provide project management support for external events involving healthcare professionals. Responsibilities include vendor and contract management, invoice tracking, and maintaining filing systems. You will also assist with onboarding new team members and perform general office duties. The role requires a minimum of 4 years of experience in managing business processes, preferably in the healthcare or pharmaceutical industry. A hybrid work environment is offered, with 3 days a week onsite at the Buckinghamshire office.

Requirements

• Minimum of 4 years of experience in managing business processes
• Proven track record of supporting senior management and broader teams in a hands-on, start-up-like environment
• Exceptional multitasking and prioritization skills, with the ability to perform efficiently under pressure
• Advanced proficiency with relevant office software applications and company administration/finance as well as contract management systems
• Excellent interpersonal and organizational skills with self-confidence in building positive, productive working relationships across all levels
• Demonstrated project management experience, with strong planning and cross-functional coordination abilities
• Highly structured, organized, efficient, solution-focused way of working and communicating
• A self-starter with uncompromised personal integrity and reliability, who embodies the company’s ethical standards, professionalism, and core values

Responsibilities

• Manage critical business administrative processes, including
• Vendor, contract, purchase order (PO), and invoice management in internal systems, in collaboration with the Finance team
• Manage invoice tracking versus budgets, and accruals
• Contract management with external parties in close collaboration with the Legal department, including an audit-proof filing system
• Plan and organize team meetings and internal events, including venue selection, agency/vendor contracting, and ensuring fun and engaging team-building elements. Ensure follow-up on action items post-meeting
• Basic project management for external events (e.g. booking meetings, venues, logistics and vendor management) involving healthcare professionals (HCPs), such as congresses, symposia, educational events and expert meetings, in close collaboration with Commercial and Medical Affairs teams
• Assist People Managers with onboarding new team members by organizing workplaces and IT equipment. Introducing new colleagues to relevant business processes and systems
• Be onsite at the Buckinghamshire-based Cytokinetics office 3 days a week as part of a functioning hybrid work environment for the team. Note: The current team operates 100% remotely (home office and field-based). The office solution will complement this flexible model, once established
• Manage administrative tasks and duties of Cytokinetics (UK) Limited with UK authorities, vendors and others
• Manage and maintain filing system for relevant documents of Cytokinetics (UK) Limited, including financial, data protection and anti-bribery documentation as well as all executed contracts
• Coordinate roll-out, training and documentation of company SOPs
• Perform general office duties such as answering phones, handling correspondence, and filing documents
• Meeting coordination and project management support for VP GM UK/Ireland/Nordics

Preferred Qualifications

Healthcare and/or pharmaceutical industry experience highly advantageous

Benefits

• The privilege to participate in building and shaping the in-country operations of a young, dynamic company in the UK/Ireland/Nordics region, assuming personal responsibility for business-critical projects and processes within a team of highly experienced professionals
• An opportunity to join a scientifically outstanding, research-based specialty care pharmaceutical company, shaping the future of innovative treatments in muscle biology
• A highly collaborative and inclusive environment which supports professional growth and personal development
• Our employees come from different backgrounds, and we celebrate those differences. We are looking for the best candidates for our open roles, but do not expect applicants to meet every qualification in order to be considered. If you are excited about what you could accomplish at Cytokinetics and believe you can add value to our team, we would love to hear from you