Ocular Therapeutix, Inc. (NASDAQ:OCUL) is a biopharmaceutical company focused on the formulation, development, and commercialization of innovative therapies for diseases and conditions of the eye using its proprietary bioresorbable hydrogel-based formulation technology, ELUTYX™. Ocular Therapeutix has built a robust product pipeline of drug delivery solutions developed to reduce the complexity and burden of the current standard of care and position itself to become a leader in the ophthalmic space.
Outside of the ophthalmic realm and behind the doors of our headquarters in Bedford, MA, we strive to build a strong culture where employees can flourish and achieve their career goals. We encourage out of the box thinking, cross-functional collaboration, and creativity.
Position Summary:
Executive Assistant and Travel Coordinator will serve as a critical liaison between the Chief Scientific Officer (CSO) and the 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.
Principal Duties and Responsibilities: • Provide high-level administrative support to two senior executives (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. 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. • 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. • 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 10 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. • Discretion: Strong ability to handle confidential and sensitive information with discretion and professionalism.
Preferred:
5 years of experience in providing executive support at the C-suite level.
Experience in the pharma/biotech or healthcare industries.
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.
This position is ideal for a highly organized and flexible professional who thrives in a fast-paced environment and enjoys providing critical support to senior executives in a dynamic setting.