Executive Assistant

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

Position Summary

We are seeking a highly skilled and proactive Executive Assistant to support the Senior Vice President and other executive leaders in a fast-paced, mission-driven environment. This individual will provide high-level administrative and operational support, ensuring the seamless execution of executive priorities and business-critical initiatives. The ideal candidate brings exceptional organizational acumen, discretion, and a proven ability to manage complex tasks with minimal oversight.

This role is integral to maintaining the efficiency and effectiveness of executive operations, involving confidential decision-making, cross-functional collaboration, and coordination of high-stakes meetings, communications, and events. With a focus on precision, professionalism, and adaptability, the Executive Assistant will be a trusted point of contact within and beyond the organization.

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

This role involves regular standing, walking, sitting, and the use of hands for handling or operating equipment. The employee may also need to reach, climb, balance, stoop, kneel, crouch, and maintain visual, verbal, and auditory communication in a standard office environment and while working independently from remote locations. The employee must occasionally lift and/or move up to 20 pounds.  This position requires the ability to travel independently overnight and/or work after hours as required by travel schedules or business needs.

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