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Executive Legal Assistant

Executive Legal Assistant

Clinical Dynamix, Inc.San Diego, CA, US
1 day ago
Job type
  • Full-time
  • Quick Apply
Job description

The Executive Legal Assistant will provide comprehensive administrative and legal support to the Chief Legal Officer of a publicly traded biopharmaceutical company. This highly visible role combines executive-level support with corporate paralegal responsibilities, including SEC compliance, corporate governance, and coordination of board and committee operations. The ideal candidate will demonstrate exceptional organizational and communication skills, sound judgment, discretion, and a strong understanding of public company legal and regulatory frameworks.

Key Responsibilities

Executive Administrative / Department Support

  • Manage complex calendars, schedule internal and external meetings, and coordinate travel arrangements and itineraries primarily for the CLO.
  • Draft, prepare, and proofread executive correspondence, presentations, reports, and meeting materials.
  • Manage expense reporting and maintain effective filing systems for confidential and time-sensitive information.
  • Serve as a point of contact between the CLO, internal teams, board members, and external stakeholders.
  • Collaborate with legal team members on department operations, invoice management, contract database maintenance, and compliance monitoring.
  • Serve as a liaison with the company’s transfer agent, stock plan administrator, and other third-party corporate service providers.
  • Support legal team initiatives to improve efficiency and documentation standards.
  • Coordinate legal department meetings and activities.
  • Active participant on the Company administrative assistant team to ensure consistent application of processes and to share best practices.

Public Company and Legal Operations Support

  • Assist with the coordination of SEC reporting and compliance requirements, including annual, quarterly, and current filings (Forms 10-K, 10-Q, and 8-K), proxy statements, and Section 16 filings (Forms 3, 4, and 5), in collaboration with cross-functional internal team members and external counsel.
  • Support the preparation, maintenance, and distribution of board materials and board books via a board portal.
  • Play an integral role in board meeting planning and logistical support together with the Executive Assistant to the CEO; provide on-site assistance during meetings as necessary to assist with execution and follow-up.
  • Maintain corporate minute books and formal records of board and committee actions in compliance with applicable laws.
  • Assist in preparing D&O Questionnaires and coordinating their review and distribution as part of the proxy statement preparation process; coordinate Annual Meeting of Stockholders.
  • Coordinate responses to auditor inquiries and the preparation of audit response letters in collaboration with internal stakeholders and outside counsel.
  • Facilitate due diligence and financing activities by managing data rooms, compiling corporate records, and supporting document production and tracking.
  • Support regulatory and corporate filings, including the preparation and submission of state corporate registrations, annual reports, and licenses.
  • Monitor and coordinate the timely filing of corporate governance documentation and assist in the maintenance of subsidiary governance records.
  • Provide legal project support for financing transactions, M&A activities, and other strategic initiatives.
  • Help administer corporate governance policies, including tracking of related party transactions, insider trading compliance, and 10b5-1 plans and guidelines .

    • Education & Experience :

  • Bachelor’s degree with a minimum of 5 years of experience supporting a senior legal executive, general counsel, or CLO within a public company or corporate law firm environment. Equivalent combination of skills and experience may be considered.
  • Paralegal certificate or equivalent experience in corporate governance and securities compliance preferred.
  • Prior experience in the biotechnology, pharmaceutical, or broader life sciences sector preferred.
  • Strong working knowledge of SEC reporting requirements, corporate governance practices, and public company board operations.

    • Additional Skills / Experience / Requirements :

  • The ideal candidate will embodyCompany’s core values : Courage, Community Spirit, Patient Focus and Teamwork
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Outstanding organizational, analytical, and time management skills, with the ability to prioritize and manage multiple tasks under tight deadlines. Strong sense of urgency.
  • Exceptional interpersonal and written communication skills.
  • Strong attention to detail and a high degree of discretion with confidential information.
  • Ability to work in a small company, evolving, fast-paced environment
  • Can effectively interact with very senior executives and board members as well as their support staff
  • Ability to travel up to 10% domestically
  • All positions have an essential job function to be able to perform face to face work with colleagues and / or onsite in San Diego. No role is expected to be 100% remote.
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    Legal Assistant • San Diego, CA, US