Executive Assistant, Medical Affairs

Cytokinetics•South San Francisco, CA

1d•Onsite

About The Position

Cytokinetics is a specialty cardiovascular biopharmaceutical company, building on its over 25 years of pioneering scientific innovations in muscle biology, and advancing a pipeline of potential new medicines for patients suffering from diseases of cardiac muscle dysfunction. At Cytokinetics, each team member plays an integral part in advancing our mission to improve the lives of patients. We are seeking tenacious, compassionate, and collaborative individuals who are driven to make a positive impact. We are seeking a highly organized and proactive Executive Assistant to support our growing Medical Affairs organization in a dynamic biotech environment. This role provides critical administrative and operational support to senior Medical Affairs leaders and their teams, helping ensure day-to-day activities, external engagements, and cross-functional initiatives run smoothly and efficiently. The ideal candidate brings a strong background in executive or senior administrative support, thrives in fast-paced settings, and is comfortable managing multiple priorities while handling sensitive information with discretion and professionalism.

Requirements

BA/BS degree is preferred with 5+ years administrative experience, including support of senior leaders
Advanced proficiency in Microsoft Word, Outlook, PowerPoint, and Excel
Exceptional organizational and time-management skills with the ability to handle competing priorities
Strong interpersonal and communication skills with a service-oriented mindset
High degree of integrity, professionalism, and discretion
Ability to work independently and collaboratively in a fast-paced environment
High attention to detail, able to anticipate needs and find opportunities to add value, experience implementing new processes or tools to optimize team efficiency

Nice To Haves

Prior experience in biotech, life sciences, or a regulated environment preferred
Comfort with video conferencing and collaboration tools such as Zoom or Teams

Responsibilities

Provide high-level administrative support to Medical Affairs leadership, including VP-level executives
Manage complex calendars, schedule meetings, and proactively resolve conflicts
Coordinate internal and external meetings, including agenda preparation, materials, logistics, and follow-up
Prepare, route, and manage confidential documents and communications
Arrange domestic and international travel and prepare detailed itineraries
Process expense reports accurately and in compliance with company policies
Support special projects and ad hoc administrative initiatives
Coordinate logistics for Medical Affairs–led events such as advisory boards, field team meetings, congress-related activities, and internal meetings
Support travel planning for external stakeholders, including investigators and key opinion leaders
Partner with internal teams to ensure seamless execution of Medical Affairs programs
Assist with vendor coordination and support departmental financial processes
Initiate and track purchase orders, statements of work, invoices, and payment routing
Maintain accurate records and follow up on outstanding transactions
Contribute to team meetings and offsites by assisting with the production of materials and pre-reads, taking notes, and tracking action items
Maintain Medical Affairs distribution lists, shared drives, and internal resources
Support onboarding logistics for new Medical Affairs team members
Collaborate closely with cross-functional partners including Finance, Procurement, HR, and IT