Executive Assistant and Operations Manager

Summary

Join Acadia Pharmaceuticals as an Executive Assistant and Operations Manager, supporting the European General Manager in Zug, Switzerland. You will provide comprehensive administrative support, manage the EGM's calendar and travel, and handle confidential information. Additionally, you will oversee the day-to-day operations of the European headquarters and other office sites, ensuring a safe and efficient work environment. Responsibilities include coordinating maintenance, managing vendor relationships, and ensuring compliance with health and safety regulations. You will also organize regional events and meetings, and support team members with administrative tasks. This role requires proven experience as an Executive Assistant or Facilities/Operations Manager, excellent organizational and communication skills, and proficiency in Microsoft Office Suite. Fluency in English and German is essential.

Requirements

• 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
• Fluency in English and German
• Ability to travel, both within Europe and internationally

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 (time tracking and other statutory requirements)

Preferred Qualifications

• A bachelor’s degree
• Swiss German, French, Italian, Spanish or any other languages spoken in the Eurozone