Executive Assistant

Please note that this position is based in San Deigo, CA. Acadia's hybrid model requires this role to work in our office three days per week on average.

Position Summary

Provides advanced and diverse administrative duties for Sr. Vice President and other executive leaders.  Independently makes administrative decisions, handles complex situations and maintains confidential records that are critical and confidential in nature.

Primary Responsibilities

• Manages administrative support for complex and diverse duties.  May back up administrative colleagues during surge activities or absences.
• Independently prepares, gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas, correspondence and memoranda’s, including Board of Directors presentation materials for significant meetings at the executive level.
• Handles business/company, and personnel details of a highly confidential and sensitive nature.
• Maintains executive’s calendar and schedules.  Coordinates meetings and conferences and makes travel arrangements, including both domestic and international travel.
• Initiates high-level contact, of a sensitive nature, inside and outside the company.
• Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.
• Reconciles and manages expense reports through Concur/corporate credit cards for executive leadership.
• Maintains and assists with calendar of events such as investor conferences, scientific conferences, high-priority meetings and other key company events.  Assists with logistics in company events and activities.  Collaborates and supports other administrative staff as needed or requested.
• Works with appropriate colleagues/departments to support the creation and management of statements of work, purchase orders, master service agreements and other agreements related to department work.
• Support interdepartmental and/or cross-functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.
• Performs project administration responsibilities and other assignments as directed.

Education/Experience/Skills

High school diploma; degree preferred. Targeting 6 years’ related administrative experience supporting senior executives within the pharmaceutical or biotech industry. Knowledge of pharmaceutical terminology strongly preferred.  An equivalent combination of relevant education and experience may be considered.

Key Skills:

• Experience working with executive leaders within and outside the company.
• Experience with administrative support and execution of executive-level presentations.
• Ability to independently manage projects or tasks of diverse complexity and execute from beginning to end.
• Strong analytical skills and the ability to comprehend difficult instructions.
• Excellent professional ethics, integrity and the ability to maintain confidential information.
• Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment.
• Strong interpersonal skills, including tact, diplomacy, and judgment.
• Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with comprehensive follow-through and a high-level of attention to detail.
• Ability to work independently or as a team.
• Excellent written communication skills including effective editing ability.
• Ability to collaborate information and ideas within and outside the department.
• Ability to work accurately, under pressure, and follow complex instructions.
• Able to put forth own ideas and gain understanding from others, and provide recommendations in a clear, concise manner and collaborative manner.
• Ability to travel as needed.

Physical Requirements

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, see, talk or hear in a standard office environment and independently from remote locations. Employee must occasionally lift and/or move up to 20 pounds.  Ability to travel independently overnight and work after hours if required by travel schedule or business needs.

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