Senior Legal Assistant (m/f/d)

Valneva; Wien; On-site; EUR 40,000 - 48,000; Full time

Job summary

Valneva, a global biotech company, is seeking a Legal Assistant to manage contract administration, drafting, and regulatory filings across affiliates. The role requires collaboration with Legal & IP, Finance and business functions in a fast-paced environment.

You will support contracting processes for Medical Affairs, Market Access, Business Development and Research, maintain corporate records, and assist with annual reports and filings while ensuring SOX-related controls.

Qualifications

• Bachelor's degree or equivalent in a legal/related field.
• Minimum two years of relevant experience in legal support roles.
• Experience with contract management and legal records.
• Experience in pharmaceutical, biotech or life sciences is an advantage.
• Fluent in English and German; French a strong plus.

Responsibilities

• Manage administration of contracts, including database updates and monitoring.
• Draft or review English and German legal documents, such as NDAs and consulting agreements.
• Support contracting processes across Medical Affairs, Market Access, BD and Research.
• Maintain corporate records and prepare annual reports with legal filings.
• Register and file with regulators; ensure compliance with corporate and securities law.
• Coordinate with vendors and internal stakeholders; oversee budgets for Legal & IP.

Skills

Contract management

Communication

Attention to detail

Prioritization

Discretion

Education

Bachelor's degree / paralegal certificate or similar

Tools

Microsoft Office

Contract databases / document management tools

Job description

• Manage the administration of contracts, including database updates, ongoing monitoring and follow-up, (for Valneva SE and its affiliates).
• Draft and/or review legal documents in English and German, as required, including meeting minutes, simple contracts, confidentiality disclosure agreements (CDAs), consulting agreements and corporate filings.
• Support contracting processes for several functions, including Medical Affairs, Market Access, Business Development and Research, in coordination with the legal department colleagues.
• Support legal & IP training processes, including training related to the Material Contracts Procedure, Contract Request Procedure, Signing Request Procedure, CDA Procedure and Consultancy Agreements Procedure.
• Maintain corporate records, including but not limited to Board minutes, Shareholder Register.
• Coordinate and support the process to establish annual reports (Universal Registration Document and Form 20-F).
• File documents with French and US regulators.
• Carry out and follow up the formalities related to corporate and securities law: monthly AMF declarations, maintaining shareholding tables and registers, maintaining insider lists, follow-up of shareholder threshold crossings, handling administrative updates of stock option plans, filing at the registry, legal publications, management of required website documentation updates
• Support activities relating to the launch and execution of LTI programs (review materials when setting up new plans, carry out all required checks in view of exercise windows of options and vesting of free shares as well as all administrative and formalities-related tasks, liaise with external services providers)
• Execute internal control procedures (Sarbanes Oxley) related to shareholding activities, ensuring compliance with internal controls
• Administrative support in the preparation and organization of shareholder meetings, including management of documentation and legal filings
• Register invoices and monitor the budget and expenses related to Legal & IP Department activities.
• Manage the Material Contracts Management process for the above-mentioned subsidiaries, in cooperation with Finance.
• Update and maintain the Legal, Corporate Governance and Commercial Handbooks in coordination with other assistants and departments, and support the continuous improvement of legal contract processes.
• Coordinate with vendors, external partners and internal customers.
• Maintain trademark registration.

• Bachelors degree, paralegal certificate of similar educational background.
• Minimum two years of relevant experience as a legal assistant, paralegal, contract administrator or executive/administrative assistant in a legal department, law firm or regulated international business environment.
• Experience with contract management, maintenance of legal/corporate records, invoice or budget tracking and coordination with cross-functional stakeholders is required; experience in the pharmaceutical, biotech or life sciences sector is an advantage.
• Optional IP administration support including trademark management
• Fluent in English and German, French a strong plus, with the ability to draft and review simple legal and business documents.
• Good understanding of legal administration, contract management, document control and deadline follow-up.
• Accurate, reliable and well organized, with strong attention to detail and ability to manage several priorities in parallel.
• Strong communication and collaboration skills, including with Legal, Finance and business functions.
• Proficient in Microsoft Office; experience with contract databases, document management or invoice tools is an advantage.
• Discreet and trustworthy handling of confidential legal, corporate and commercial information.

Working with Valneva means being part of aglobal biotech companywith a clear vision to make a meaningfulimpact in the world. At Valneva, you can expect a dynamic andinnovativework environment characterized by an open, appreciative company culture and exciting,impactful assignments. Enjoy the benefits offlat hierarchies, an international atmosphere, and regular company events that fostercollaborationand connection.

Additionally, we offer:

• Work Life Balance:Flexitime & Compensation days
• Financial perks:Performance-related bonus & Lunch vouchers
• Health & Wellbeing:Free access to sports and fitness activities via myClubs& Office Massages

Join us and shape the future of biotechnology!

Due to legal reasons we are obliged to disclose the minimum salary for this position, which is € 44.000 gross per year based on full-time employment. However, our salaries are market oriented and in line with your qualifications and experience.