Homeoffice Executive Assistant and Operations Manager en Acadia pharmaceuticals

The Executive Assistant and 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

Executive Assistant:

• 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