Executive Assistant 100% (m/f/d) bei Acino

Arcera is a global life sciences company headquartered in Abu Dhabi, United Arab Emirates. Our purpose is to enable longer and healthier lives while creating sustainable growth. We develop, manufacture, and commercialize a broad range of high-quality innovative and proven medicines in key international markets.

With a large footprint reaching patients in over 120 markets, and manufacturing and packaging facilities in eight countries, we offer more than 2,000 medicines across various therapeutic areas worldwide. The companies Acino, Amoun, Birgi Mefar Group, and M8 are all part of Arcera Life Sciences.

Please note: This position will be employed by our Arcera Affiliate (Acino International Switzerland), which is part of Arcera Life Sciences.

The Executive Assistant provides high-level administrative, coordination, and organizational support to senior leadership within a fast-paced and highly regulated pharmaceutical environment. In this role, the Executive Assistant acts as a trusted point of contact, managing complex calendars, communication flows, and confidential information while ensuring seamless preparation and follow-through on meetings, travel, and key business activities. A key component of the role is effective stakeholder management, fostering strong relationships and ensuring clear, timely, and professional communication across internal and external partners. The position requires strong business awareness, attention to detail, discretion, and the ability to anticipate needs and proactively solve problems. In addition to supporting executive-level responsibilities, the role includes oversight of day-to-day office operations, ensuring a professional, efficient, and well-organized workplace environment.

Key Responsibilities: 

• Manage complex executive calendars, prioritize scheduling conflicts, and coordinate meetings with global internal and external stakeholders
• Serve as a gatekeeper by managing access, filtering requests, and protecting the executive’s time, ensuring focus on strategic priorities.
• Organize domestic and international travel, congress attendance, and related logistics in line with compliance and documentation requirements.
• Prepare meeting agendas, pre-reads, minutes, follow-ups, dashboards, and correspondence with accuracy and professional formatting.
• Handle highly confidential business and personal information with strict discretion and alignment to industry and company compliance standards.
• Support planning and coordination of leadership meetings, townhalls, conferences, board presentations, workshops, and cross-functional events.
• Prepare and finalize slide decks, reports, and business documentation
• Monitor and filter communication, identify priorities, and follow through on outstanding actions with minimal supervision.
• Track and support compliance-relevant processes, including training completions, approvals, SOP updates, documentation retention, and audit requests.
• Manage expense reporting, vendor onboarding, purchase orders, and budget tracking in alignment with procurement, finance, and compliance SOPs.
• Support executive project coordination, timelines, and KPI tracking, ensuring progress visibility and alignment.
• Proactively identify opportunities to optimize workflows, systems, templates, and executive routines.
• Oversee general office operations and maintain office supplies, equipment, meeting spaces, and shared areas to ensure a professional and efficient work environment.
• Basic contract/admin support: Light support with vendor contracts, signatures, renewals, and tracking deadlines.
• Onboarding support: Helping onboard new team members (accounts, access, intro schedule).

Key Skills: 

• Exceptional organizational, multitasking, and prioritization skills with strong attention to detail.
• Ability to work with senior leaders and global teams, internal and external stakeholders with professionalism and confidence
• Strong written and verbal communication skills, with the ability to handle sensitive and technical information professionally.
• High level of integrity, confidentiality, and compliance awareness.
• Advanced proficiency with digital tools (Microsoft 365, Teams, SharePoint, e-signatures etc.).
• Strong problem-solving skills, proactive approach, and ability to anticipate needs in a dynamic environment.
• Resilience and flexibility to adapt to changing priorities, timelines, and regulatory requirements.
• Ability to maintain composure under pressure and work with cross-cultural, global teams.

Qualifications & Experience: 

• Proven experience (3–7 years) supporting senior executives, ideally in the pharmaceutical, biotech, medical device, or life sciences industries.
• Experience working in a regulated, multinational, or matrix-driven organization.
• Experience coordinating high-level meetings with globally dispersed stakeholders.
• Strong knowledge of confidentiality principles, compliance policies, and documentation standards.
• Strong verbal and written communication skills in English and German.

In connection with your application, Arcera will collect, process and store personal data about you. Our Privacy Notice for Prospective Employees, also available in German, provides an overview of the personal data that Arcera processes during the application process.

Note: This Privacy Notice may be updated by Arcera, we therefore invite you to consult the latest versions via the above links. In the event of any conflict between the English and German versions of this Privacy Notice, the English version shall prevail.

We look forward to receiving your application and exploring how your skills and experience can contribute to Arcera’s mission.