Title: Executive Personal Assistant & Travel Coordinator

Location: Bedford, MA

Executive Personal Assistant and Travel Coordinator will serve as a critical liaison between the Chief Scientific Officer (CSO), Chief Medical Officer (CMO), Chief Development Officer (CDO), and their departments, external stakeholders, and internal teams. This role involves high-level administrative duties such as managing calendars, creating and editing presentations, coordinating domestic and international travel, organizing meetings, processing expense reports, and general office operations. The position requires flexibility to change locations on a daily basis, depending on where the reporting executives (CMO, CSO, or CDO) are located.

This is a hybrid-based position, requiring the associate to be adaptable and work from multiple locations as needed. The role demands experience in booking and coordinating travel arrangements for executives and a strong ability to manage a wide range of tasks with minimal supervision.

Principal Duties and Responsibilities:

Provide high-level administrative support to senior executives (CMO, CSO, CDO), including calendar management, communication coordination, and organizing internal and external meetings.

Prepare and create complex presentations using advanced software and video/audio equipment, ensuring they are tailored to the subject, presenter, and audience.

Coordinate domestic and international travel logistics, including air, ground transportation, and lodging, for senior executives, with a focus on efficiency and cost-effectiveness.

Handle complex scheduling for off-site meetings, negotiate with venues, and ensure all logistical needs are met.

Process invoices, purchase orders, and expense reports, ensuring accuracy and compliance with company policies.

Manage and organize confidential and sensitive information for the C-suite, ensuring compliance with legal and ethical standards.

Provide expert troubleshooting and support for meeting and video technology, including Zoom/MS Teams, and assist in managing audio and video conferencing for large group and executive meetings.

Serve as a point of contact for both internal and external communications, managing executive correspondence, and representing the C-suite in a professional and courteous manner.

Demonstrate advanced proficiency in Microsoft Office and various business software, with the ability to adapt to new tools and technologies as needed.

Manage office supply orders and ensure remote offices for executives are adequately supplied and maintained.

Actively contribute to special projects as needed, supporting cross-functional teams and assisting with administrative training when required.

Role & Organizational Context:

This is a team-based role, where the associate will collaborate closely with colleagues in their administrative department, while reporting to the Associate, Executive, Administration and Operations Management for guidance and oversight.

The role exists within a dynamic, fast-paced, and matrixed organization, requiring a flexible and proactive approach to supporting senior executives.

The associate will need to demonstrate exceptional organizational and communication skills to manage daily changing priorities and interactions with high-level stakeholders across the company.

Qualification Requirements:

Education: Bachelor's Degree or equivalent required.

Experience: Minimum of 5 years of senior-level administrative support experience, preferably in a pharmaceutical or biotech setting.

Travel Experience: Proven experience in coordinating both domestic and international travel, with a strong ability to manage complex schedules.

Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and a high level of confidence in learning new software systems for databases and spreadsheets.

Communication Skills: Excellent written and verbal communication skills, with strong proofreading, editing, and business correspondence capabilities.

Organizational Skills: Exceptional organizational skills, with the ability to manage multiple tasks and prioritize effectively under tight deadlines.

Work Environment: Comfortable working in a hybrid work setting and adapting to a dynamic, fast-changing work environment, including frequent changes in work location.

Discretion: Strong ability to handle confidential and sensitive information with discretion and professionalism.

Preferred:

o 2 years of experience in providing executive support at the C-suite level.

o Experience in the pharma/biotech or healthcare industries.

o Demonstrated ability to work effectively in a matrixed environment.

Key Characteristics:

Proactive, customer service-focused, flexible, approachable, and diplomatic.

Capable of working independently while also collaborating with multiple departments and teams.

Highly detail-oriented with strong initiative and a self-motivated work ethic.

Ability to work well under pressure, adapt to rapidly changing priorities, and meet deadlines effectively.

Ocular Therapeutix jobs

Copywriter