Executive Assistant Enterprise Data & Technology

Please note that this position is based in Princeton NJ. Acadias hybrid model requires this role to work in our office three days per week on average.

Position Summary

Serves as a strategic partner to C-suite and senior executive leadership by delivering high-level administrative support that enables operational efficiency and executive effectiveness. Exercises sound judgment and autonomy in managing complex confidential matters and navigating dynamic priorities. Maintains critical records and communications with discretion ensuring alignment with organizational goals and executive priorities. Is seen as a leader of technology use in supporting administrative responsibilities including the use of GenAI and other technologies to optimize work products

Primary Responsibilities

• Manages the delivery of high-impact administrative support for executive leadership managing complex priorities with agility and precision.
• Manages highly confidential business and personnel matters with discretion and sound judgment serving as a trusted liaison between executives and internal/external stakeholders.
• Optimizes executive time and engagement by managing calendars coordinating strategic meetings and conferences and arranging travel aligned with business priorities.
• Analyzes and creates information from diverse sources to independently prepare executive-level materials including Board of Directors presentations strategic reports and critical communications that influence organizational decision-making.
• Maintains and supports strategic calendars of events including investor and scientific conferences high-priority meetings and company-wide initiatives. Partners with cross-functional teams to support event logistics and execution.
• Manages and coordinates logistics for functional on/off-site meetings keeping all parties informed.
• Manages sensitive high-level communications across internal departments and external partners reinforcing executive presence and organizational reputation.
• Manages expense reconciliation and reporting through Concur and other systems ensuring accuracy and compliance.
• Provides backup coverage for administrative colleagues and front desk receptionists during peak periods or absences to ensure continuity of operations.
• Collaborates with internal departments to facilitate the creation and management of contracts statements of work purchase orders and service agreements that support departmental goals.
• Drives cross-functional initiatives and project support educates and shares best practices on the use of GenAI/leading technologies and fostering collaboration among administrative professionals to enhance organizational effectiveness.
• Performs other duties as assigned.

Education/Experience/Skills

• High school diploma; degree preferred. Targeting 6 years related administrative experience supporting senior executives ideally within the pharmaceutical or biotech industry. Knowledge of pharmaceutical terminology strongly preferred. An equivalent combination of relevant education and experience may be considered.
• Experience with administrative support and execution of executive-level presentations.
• Highly skilled and proficient with all MS Suites programs including MS CoPilot or similar GenAI tools.
• Skilled in professional social platforms such as LinkedIn to support departmental social media postings
• Ability to independently manage tasks of diverse complexity and execute from beginning to end.
• Strong analytical skills and the ability to comprehend difficult instructions.
• Excellent professional ethics integrity and the ability to maintain confidential information.
• 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.
• Strong organizational skills with comprehensive follow-through and a high level of attention to detail.
• Ability to work independently or as a team.
• Ability to work accurately under pressure and follow complex instructions.
• Naturally connects and builds strong relationships with colleagues demonstrating emotional intelligence and an ability to communicate clearly.
• Comfortable working in uncertain situations and able to make informed decisions even with limited information.
• Must be able and willing to travel on occasion.

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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Required Experience:

IC