Office & Operations Manager France Benelux

Cytokinetics is a growing biotech company and is looking for a hands-on, highly adaptable Office & Operations Manager to support the daily operations of its France & Benelux affiliate.

Reporting directly to the General Manager France & Benelux, this is a fully operational, all-rounder role in a lean, fast-moving biotech environment. The position combines executive assistance, office management, and operational coordination, with a strong focus on getting things done efficiently and pragmatically.

The successful candidate will be comfortable wearing multiple hats, managing ambiguity, and stepping in wherever needed to keep the affiliate running smoothly. This role is ideal for someone who is resourceful, proactive, quick, and not afraid of hands-on execution, from high-level coordination to day-to-day practical tasks.

Key Responsibilities

• Provide day-to-day administrative and organizational support to the France & Benelux affiliate.
• Manage calendars, coordinate meetings, prepare materials, and ensure follow-up on actions.
• Support planning and logistics for leadership meetings and internal touchpoints.
• Take full ownership of the day-to-day functioning of the affiliate, ensuring teams have what they need to operate efficiently.

• Manage office-related topics end-to-end, including:
• office setup and organization
• equipment, supplies, and workplace needs
• coordination with IT and local service providers
• Support a flexible, hybrid working environment for office-based, remote, and field teams.
• Act as the go-to person for practical, operational questions from affiliate employees.
• Coordinate onboarding for new hires (workspace, IT equipment, access, practical setup).
• Handle a wide range of operational and administrative tasks with a pragmatic, solution-oriented mindset.
• Provide hands-on operational support and coordination for affiliate activities across commercial and medical teams
• Coordinate logistics for meetings and external events involving healthcare professionals (HCPs), such as congresses, symposia, advisory boards, and educational meetings.
• Act as an operational interface between internal teams and external vendors to ensure smooth execution.
• Independently manage and follow up on operational requests, ensuring timelines are met and issues are resolved quickly.

• Coordinate the initiation, tracking, and administration of contracts with external vendors, including:
• event and logistics providers
• service vendors
• speakers and HCP engagements
• Work closely with Legal, Procurement, and Finance to support contract review, approval, and execution.
• Manage purchase orders, invoice tracking, and vendor onboarding in a lean and efficient way.
• Maintain clear, structured, and audit-ready documentation of contracts and vendor files.
• Support tracking of operational and event-related expenses against approved budgets.
• Maintain simple, efficient filing systems for affiliate documentation (contracts, financial records, compliance documents).
• Ensure operational activities are executed in line with internal SOPs and compliance requirements, using a practical and pragmatic approach.
• Support the roll-out and documentation of internal processes and SOPs as the organization evolves.

Required Qualifications & Experience

• Bachelor’s degree or equivalent professional experience.
• 4–6+ years of experience in a similar hands-on role (Executive Assistant, Office Manager, Operations Coordinator), ideally within biotech, pharmaceutical, or healthcare environments.
• Experience supporting senior leadership in small, growing, or matrix organizations.
• Comfortable working in a fast-paced, sometimes ambiguous environment where priorities can shift.
• Proven experience with vendor coordination, contracting support, and administrative financial processes.
• Strong organizational skills with a pragmatic, execution-focused mindset.
• High level of attention to detail, reliability, and follow-through.
• Excellent interpersonal and communication skills.
• Fluency in English and French
• Strong proficiency with standard office tools and administrative systems.
• Hands-on, resourceful, and solution-oriented.
• Comfortable doing a bit of everything and switching priorities quickly.
• Proactive self-starter who takes ownership and gets things done.
• Calm, reliable, and efficient under pressure.
• Trusted operational partner for leadership and teams.
• Flexible, pragmatic, and comfortable in a biotech “build-as-you-go” environment.
  
  #LI-ONSITE