26 days old

Administrative Assistant

ACADIA Pharmaceuticals
San Diego, CA 92101
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  • Job Code
    114673467
ACADIA Pharmaceuticals

ACADIA Pharmaceuticals is an Equal Employment Opportunity/Affirmative Action Employer: Minority/Female/Disability/Veterans/Sexual Orientation and Gender Identity

Provides administrative assistance and support of activities for the Brand Team (NUPLAZID) and Marketing Operations within the marketing department.

Primary Responsibilities:

  • Provides coordination and support for department attendance at conferences, agency summits and professional meetings and management of vendor participation.
  • Reconciles and manages expense reports for Brand Team and Marketing Operations.
  • Coordinates and manages calendars for Brand Team and Marketing Operations, Sr. Directors and above.
  • Manages travel arrangements for Brand Team and Marketing Operations, Sr. Directors and above.
  • Liaison between Legal and Finance to manage commercial procurement and contracts; initiates and coordinates requests for purchase orders and contracts, i.e., master services agreements, statements of work, and confidentiality agreements.
  • Reconciles departmental expenses through purchase orders and Concur/corporate credit card.
  • Minute-keeping at team meetings as determined appropriate by the brand leader for Sr. Directors and above.
  • Meets and greets visiting vendors and/or candidates in advance of meetings with Brand Team and Marketing Operations.
  • Develops and maintains strong effective relationships with multiple outside agencies and vendors.
  • Manages department files via BOX and S drive, keeping materials organized and current.
  • Acts as liaison with vendors as necessary and maintains agency lists and rosters.
  • Supports and manages expense reports for Senior Director level and above.
  • Collaborate with Princeton Administrative Assistants for office space for Princeton guests.
  • Schedules Marketing core brand team meetings including securing meeting space, food and beverages as needed. Ensures meeting room refrigerators are stocked appropriate at all times.
  • Collaborate with other Administrative Assistants across the organization, particularly commercial, to share best practices and coordinate initiatives of the Brand Team and Marketing Operations.
  • Coordinate and collaborate with facilities to ensure the team working areas are efficient and conducive to a good working environment.
  • May support interdepartmental or cross functional projects.
  • Other duties as assigned.

Education/Experience/Skills:

High School Diploma or an equivalent combination of education and applicable job experience may be considered; degree preferred and 4 years experience supporting leadership. Previous work within a pharmaceutical sales organization strongly desired. Must possess a high level of integrity and able maintain confidential information. Must be able to work under pressure, prioritize projects and workload, anticipate needs of those supporting and work to tight deadlines in a fast-paced environment.

Must possess:

  • Must be highly organized and self-motivated.
  • Demonstrated ability to produce high quality work.
  • Works proactively and demonstrates strong problem solving skills.
  • Proven ability to display professionalism, decorum and maintain confidentiality.
  • Effective organizational, communication, and time management skills.
  • Proficiency in all MS Suite programs.
  • Ability and willingness to learn new programs.
  • Strong interpersonal skills, including tact, diplomacy, judgment and flexibility.
  • Proficient at supporting effective interactions between team members and among cross-functional teams.
  • Demonstrated ability to schedule and coordinate project priorities and resources and to produce high quality work.

Scope:

Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.

Works on assignments that are difficult, requiring judgment in resolving issues or in making recommendations. Normally receives little instruction on daily work, general instructions on newly introduced 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. Employee must occasionally lift and/or move up to 25 pounds.


PI114673467

<b>ACADIA Pharmaceuticals</b><br/><br/>ACADIA Pharmaceuticals is an Equal Employment Opportunity/Affirmative Action Employer: Minority/Female/Disability/Veterans/Sexual Orientation and Gender Identity</em><br/><br/><p>Provides administrative assistance and support of activities for the Brand Team (NUPLAZID) and Marketing Operations within the marketing department.</p> <p><strong><u>Primary Responsibilities:</u></strong></p> <ul> <li>Provides coordination and support for department attendance at conferences, agency summits and professional meetings and management of vendor participation.</li> <li>Reconciles and manages expense reports for Brand Team and Marketing Operations.</li> <li>Coordinates and manages calendars for Brand Team and Marketing Operations, Sr. Directors and above.</li> <li>Manages travel arrangements for Brand Team and Marketing Operations, Sr. Directors and above.</li> <li>Liaison between Legal and Finance to manage commercial procurement and contracts; initiates and coordinates requests for purchase orders and contracts, i.e., master services agreements, statements of work, and confidentiality agreements.</li> <li>Reconciles departmental expenses through purchase orders and Concur/corporate credit card.</li> <li>Minute-keeping at team meetings as determined appropriate by the brand leader for Sr. Directors and above.</li> <li>Meets and greets visiting vendors and/or candidates in advance of meetings with Brand Team and Marketing Operations.</li> <li>Develops and maintains strong effective relationships with multiple outside agencies and vendors.</li> <li>Manages department files via BOX and S drive, keeping materials organized and current.</li> <li>Acts as liaison with vendors as necessary and maintains agency lists and rosters.</li> <li>Supports and manages expense reports for Senior Director level and above.</li> <li>Collaborate with Princeton Administrative Assistants for office space for Princeton guests.</li> <li>Schedules Marketing core brand team meetings including securing meeting space, food and beverages as needed. Ensures meeting room refrigerators are stocked appropriate at all times.</li> <li>Collaborate with other Administrative Assistants across the organization, particularly commercial, to share best practices and coordinate initiatives of the Brand Team and Marketing Operations.</li> <li>Coordinate and collaborate with facilities to ensure the team working areas are efficient and conducive to a good working environment.</li> <li>May support interdepartmental or cross functional projects.</li> <li>Other duties as assigned.</li> </ul> <p><strong><u>Education/Experience/Skills:</u></strong></p> <p>High School Diploma or an equivalent combination of education and applicable job experience may be considered; degree preferred and 4 years experience supporting leadership. Previous work within a pharmaceutical sales organization strongly desired. Must possess a high level of integrity and able maintain confidential information. Must be able to work under pressure, prioritize projects and workload, anticipate needs of those supporting and work to tight deadlines in a fast-paced environment.</p> <p>Must possess:</p> <ul> <li>Must be highly organized and self-motivated.</li> <li>Demonstrated ability to produce high quality work.</li> <li>Works proactively and demonstrates strong problem solving skills.</li> <li>Proven ability to display professionalism, decorum and maintain confidentiality.</li> <li>Effective organizational, communication, and time management skills.</li> <li>Proficiency in all MS Suite programs.</li> <li>Ability and willingness to learn new programs.</li> <li>Strong interpersonal skills, including tact, diplomacy, judgment and flexibility.</li> <li>Proficient at supporting effective interactions between team members and among cross-functional teams.</li> <li>Demonstrated ability to schedule and coordinate project priorities and resources and to produce high quality work.</li> </ul> <p><strong><u>Scope:</u></strong></p> <p>Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.</p> <p>Works on assignments that are difficult, requiring judgment in resolving issues or in making recommendations. Normally receives little instruction on daily work, general instructions on newly introduced assignments.</p> <p><strong><u>Physical Requirements:</u></strong></p> <p>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. Employee must occasionally lift and/or move up to 25 pounds.</p> <p><em><span style="font-weight: 400;"><br/></span></em></p> <img src="https://analytics.click2apply.net/v/xWM8WOTzgR44co6NuxwLd"> <p>PI114673467</p>
Posted: 2019-10-18 Expires: 2019-11-19

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Administrative Assistant

ACADIA Pharmaceuticals
San Diego, CA 92101

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