Project & Office Manager

POSITION SUMMARY

Cytokinetics Germany GmbH is seeking an experienced and energetic Project & Office Manager  to join their newly created and growing German team. Reporting directly to the VP, General Manager DACH, the candidate will support the German team by managing relevant business administrative processes, critical internal and external meetings and events, and will set up and maintain the functionality of a Munich based office, in combination with options to work remotely.

ROLE 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.
• Coordinate HR administrative issues of all German-based staff with local pay roll and international HR.
• 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.
• Lead project management for external events 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
• Set up and manage the Cytokinetics office in Munich by H2 2025 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 Germany GmbH with German authorities, vendors and bodies of the social system.
• Manage and maintain filing system for relevant documents of Cytokinetics Germany GmbH, including financial, data protection and anti-bribery documentation as well as all executed contracts.
• Coordinate roll-out, training and documentation of company SOPs.
• Meeting coordination and project management support for VP GM DACH.
  

REQUIRED QUALIFICATIONS

• Minimum of 4 years of experience in managing business processes in the healthcare and/or pharmaceutical industry sector.
• Proven track record of supporting senior management and broader teams in a hands-on, start-up-like environment.
• Solid knowledge and understanding of German pharmaceutical compliance regulations.
• 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.
• Outstanding written and oral communication skills in both German and English.
• 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.
• A committed ambassador of Cytokinetics core values.