Sr. Administrative Assistant

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

Primary Responsibilities

• Manages administrative support for assigned leaders and/or client groups. May back up administrative colleagues during surge activities or absences.


• Coordinates and manages calendars for assigned leaders.


• Manages travel arrangements for assigned leaders, including domestic and international travel.


• Handles business/company and personnel details of a confidential and sensitive nature.


• Assembles and prepares information from a variety of sources to prepare reports, correspondence and/or memorandums.


• Coordinates logistics for on/off-site meetings and conferences, including high-priority meetings and other key company events.


• Reconciles and manages expense reports through Concur/corporate credit cards for leaders.


• Prepares scope of work, contracts, purchase order, master service agreements and other department-related documents.  Collaborates with appropriate colleagues and departments to ensure work is accurately completed.


• Support interdepartmental and/or cross-functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.


• Performs administration responsibilities and other assignments as directed.

Education & Experience

• High school diploma; degree preferred. 


• Targeting 4 years related administrative experience supporting senior leadership within the pharmaceutical or biotech industry. 


• An equivalent combination of relevant education and experience may be considered.

Key Skills:

• Experience working with senior-level leaders within and outside the company.


• Experience with administrative support and execution of leadership presentations.


• Ability to independently think through a project or task of diverse complexity and execute, with little to no guidance.


• Excellent professional ethics, integrity and the ability to maintain confidentiality of subjects that require restriction of communication beyond identified parties.


• 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 collaborate information and ideas within and outside the department.


• Ability to work accurately, under pressure, and follow instructions.


• Able to put forth own ideas and gain understanding from others and provide recommendations in a clear and concise manner.


• Knowledge of pharmaceutical terminology is helpful.


• Ability to travel as needed, on occasions.

Scope

Has a substantial understanding of administrative responsibilities and applies knowledge and skills to complete a wide range of tasks.  Uses company objectives to resolve issues in effective ways.  Demonstrates and exercises sound judgment in selecting methods and techniques for obtaining results.  Works on moderately difficult issues where analysis of situations requires an in-depth evaluation of variable factors.  Normally receives little to no instructions on day-to-day work and general instructions on new assignments.

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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