Executive Assistant and Operations Manager

ACADIA Pharmaceuticals Inc.; Baar; Hybrid; CHF 110,000 - 150,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Employer-paid life, disability, travel

401(k) Plan with company match

Employee Stock Purchase Plan

Vacation days

Paid holidays

Paid sick time

Parental leave

Tuition assistance

Job summary

Acadia Pharmaceuticals Inc. in Zug seeks an Executive Assistant & Operations Manager to support the European General Manager, covering calendar, travel, correspondence, and confidential tasks while enabling focus on commercial plans for Europe.

In this hybrid role, you will lead regional office operations, coordinate facilities, manage vendors, and help organize regional events and executive visits across Europe, with close collaboration to IT and facilities teams.

Qualifications

• All educational backgrounds are welcomed, a bachelor's degree preferred (subject irrelevant).
• Proven experience as an Executive Assistant or similar role is required.
• Strong organizational and multitasking abilities essential.

Responsibilities

• Provide comprehensive administrative support to the European General Manager
• Manage the EGM's calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Assist in the preparation of reports and meeting materials.
• Handle expense reports and manage expense tracking.
• Oversee the day-to-day operations of office facilities across the region to ensure a safe and efficient working environment.
• Coordinate maintenance, repairs, and office improvements.
• Manage relationships with vendors and service providers.
• Ensure compliance with health and safety regulations, including evacuation procedures and fire drills.
• Monitor and manage office supplies and inventory.
• Oversee contract management for facilities-related services.
• Collaborate with IT for infrastructure optimization projects.
• Support team members with administrative tasks and project coordination.
• Organize team meetings, events, and activities.
• Handle general office duties such as answering phones, filing, and mail distribution.
• Assist in onboarding new employees and maintaining employee records.

Skills

Executive support

Facilities/Operations

Calendar management

Travel coordination

Confidentiality

Communication skills

Team collaboration

Microsoft Office

Concur

Multi-language: English & German

Education

Bachelor's degree preferred

Tools

Concur

Job description

Position Summary

The Executive Assistant & Operations Manager plays a vital role in supporting the European General Manager in Zug with all aspects of administrative leadership tasks, which will allow the EGM to dedicate full attention to the development of the commercial plans and goal attainment across the European region. Additionally, the role is accountable for the day-to-day operations of the European headquarter and office site in Zug, Switzerland, as well as the other office sites across the region through partnerships with the Director of Facilities, Business Centers administrators, office landlords and vendors. Lastly, the role will support and lead the organization of regional events, larger meetings and coordinate the visits from executives for the European team.

Primary Responsibilities

• Provide comprehensive administrative support to the European General Manager
• Manage the EGM's calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Assist in the preparation of reports and meeting materials.
• Handle expense reports and manage expense tracking.

Operations Management:

In partnership with, and under the oversight of, the Director of facilities:

• Oversee the day-to-day operations of office facilities across the region to ensure a safe and efficient working environment.
• Coordinate maintenance, repairs, and office improvements.
• Manage relationships with vendors and service providers.
• Ensure compliance with health and safety regulations, including evacuation procedures and fire drills.
• Monitor and manage office supplies and inventory.
• Oversee contract management for facilities-related services.
• Collaborate with IT for infrastructure optimization projects.
• Support team members with administrative tasks and project coordination.
• Organize team meetings, events, and activities.
• Handle general office duties such as answering phones, filing, and mail distribution.
• Assist in onboarding new employees and maintaining employee records (time tracking and other statutory requirements)

Education/Experience/Skills

All educational backgrounds are welcomed, a bachelor's degree preferred (subject irrelevant).

Key Skills:

• Proven experience as an Executive Assistant, Facilities/Operations Manager, or similar role
• Excellent organizational and multitasking abilities
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office Suite, Concur and other relevant software
• Ability to work independently and as part of a team
• High level of discretion, confidentiality and social intelligence
• Comfort with working in a "start-up" environment characterized by ambiguity and need for day-to-day problem solving at all levels
• Language skills: Fluency in English and German; Swiss German, French, Italian, Spanish or any other languages spoken in the Eurozone are considered advantage
• Ability to travel, both within Europe and internationally

#NC1 #LI-HYBRID

What we offer US-based Employees:

• Competitive base, bonus, new hire and ongoing equity packages
• Medical, dental, and vision insurance
• Employer-paid life, disability, business travel and EAP coverage
• 401(k) Plan with a fully vested company match 1:1 up to 5%
• Employee Stock Purchase Plan with a 2-year purchase price lock-in
• 15+ vacation days
• 13 -15 paid holidays, including office closure between December 24th and January 1st
• 10 days of paid sick time
• Paid parental leave benefit
• Tuition assistance

EEO Statement (US-based Employees): Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications in the exact way they are described in job postings. We are committed to building a diverse, equitable, inclusive, and innovative company, and we are looking for the BEST candidate for the job. That candidate may be one who comes from a less traditional background or may meet the qualifications in a different way. We strongly encourage you to apply, especially if the reason you are the best candidate isn't exactly what we describe here.

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