Executive Assistant
Acadia Pharmaceuticals
4 months ago
Remote friendly (San Diego, CA)
United States
Corporate Functions
Primary Responsibilities
- Manages high-impact administrative support for executive leadership, managing complex priorities with agility and precision.
- Manages highly confidential business and personnel matters with discretion and sound judgment; liaison between executives and internal/external stakeholders.
- Optimizes executive time by managing calendars, coordinating strategic meetings and conferences, and arranging travel aligned with business priorities.
- Analyzes and prepares executive-level materials (e.g., Board of Directors presentations, strategic reports, critical communications).
- Maintains strategic event calendars (investor/scientific conferences, high-priority meetings, company initiatives); partners with cross-functional teams on logistics and execution.
- Manages logistics for functional on/off-site meetings and keeps parties informed.
- Manages sensitive, high-level communications across internal departments and external partners.
- Manages expense reconciliation and reporting through Concur and other systems.
- Provides backup coverage for administrative colleagues and front desk receptionists during peak periods/absences.
- Facilitates creation/management of contracts, statements of work, purchase orders, and service agreements.
- Drives cross-functional initiatives and project support; shares best practices among administrative professionals.
- Performs other duties as assigned.
Education/Experience/Skills
- High school diploma; degree preferred. ~6 years’ administrative experience supporting senior executives (pharma/biotech preferred). Pharmaceutical terminology knowledge strongly preferred.
- Experience supporting and executing executive-level presentations.
- Proficient with MS Office/“MS Suites.”
- Ability to independently manage tasks of diverse complexity end-to-end.
- Strong analytical skills and ability to comprehend difficult instructions.
- Excellent ethics/integrity; maintains confidential information.
- Ability to independently manage schedules and multiple priorities in a fast-paced environment.
- Strong interpersonal skills (tact, diplomacy, judgment) and organizational skills with attention to detail.
- Ability to work independently or in a team; work accurately under pressure; follow complex instructions.
- Emotional intelligence; communicates clearly; builds relationships.
- Comfortable in uncertain situations; makes informed decisions with limited information.
- Ability and willingness to travel occasionally.
Benefits
- Competitive base salary (discretionary bonus and equity awards eligibility).
- Medical, dental, vision insurance; employer-paid life/disability/business travel/EAP.
- 401(k) with 1:1 match up to 5%; Employee Stock Purchase Plan (2-year purchase price lock-in).
- 15+ vacation days; 13–15 paid holidays; 10 days paid sick time; paid parental leave; tuition assistance.
Physical/Work Requirements (summary)
- Standard office/remote work; occasional lifting/moving up to 20 lbs; ability to travel overnight and work after hours if needed.
- Manages high-impact administrative support for executive leadership, managing complex priorities with agility and precision.
- Manages highly confidential business and personnel matters with discretion and sound judgment; liaison between executives and internal/external stakeholders.
- Optimizes executive time by managing calendars, coordinating strategic meetings and conferences, and arranging travel aligned with business priorities.
- Analyzes and prepares executive-level materials (e.g., Board of Directors presentations, strategic reports, critical communications).
- Maintains strategic event calendars (investor/scientific conferences, high-priority meetings, company initiatives); partners with cross-functional teams on logistics and execution.
- Manages logistics for functional on/off-site meetings and keeps parties informed.
- Manages sensitive, high-level communications across internal departments and external partners.
- Manages expense reconciliation and reporting through Concur and other systems.
- Provides backup coverage for administrative colleagues and front desk receptionists during peak periods/absences.
- Facilitates creation/management of contracts, statements of work, purchase orders, and service agreements.
- Drives cross-functional initiatives and project support; shares best practices among administrative professionals.
- Performs other duties as assigned.
Education/Experience/Skills
- High school diploma; degree preferred. ~6 years’ administrative experience supporting senior executives (pharma/biotech preferred). Pharmaceutical terminology knowledge strongly preferred.
- Experience supporting and executing executive-level presentations.
- Proficient with MS Office/“MS Suites.”
- Ability to independently manage tasks of diverse complexity end-to-end.
- Strong analytical skills and ability to comprehend difficult instructions.
- Excellent ethics/integrity; maintains confidential information.
- Ability to independently manage schedules and multiple priorities in a fast-paced environment.
- Strong interpersonal skills (tact, diplomacy, judgment) and organizational skills with attention to detail.
- Ability to work independently or in a team; work accurately under pressure; follow complex instructions.
- Emotional intelligence; communicates clearly; builds relationships.
- Comfortable in uncertain situations; makes informed decisions with limited information.
- Ability and willingness to travel occasionally.
Benefits
- Competitive base salary (discretionary bonus and equity awards eligibility).
- Medical, dental, vision insurance; employer-paid life/disability/business travel/EAP.
- 401(k) with 1:1 match up to 5%; Employee Stock Purchase Plan (2-year purchase price lock-in).
- 15+ vacation days; 13–15 paid holidays; 10 days paid sick time; paid parental leave; tuition assistance.
Physical/Work Requirements (summary)
- Standard office/remote work; occasional lifting/moving up to 20 lbs; ability to travel overnight and work after hours if needed.