Executive Administrative Assistant

Overview

Be Seen and Heard at EyePoint

At EyePoint, leadership trusts our employees to get the job done. The patient-centric and award-winning approach we’re taking in business fuels our success for:

 

• preventing blindness through vision-saving medications
• delivering best-in-class proprietary pharmaceutical technologies
• transforming ocular drug delivery

 

We See You.

 

• Your wellbeing
• Your professional worth
• Your future at EyePoint

 

EyePoint offers robust total rewards in a science-based entrepreneurial culture that empowers curiosity and innovation to help catapult your career. There’s space for every voice and perspective to be heard in our on-site and remote environments where a variety of strengths and diverse backgrounds are connected.

 

The Executive Administrative Assistant will report directly to the Chief Medical Officer and SVP, Head of Development and Program Management. This person will be responsible for routinely working to perform the full range of administrative responsibilities required to function optimally. Work independently, in very fast-paced environment with minimum supervision, to coordinate priorities and daily office activities. Successful performance in this role will contribute meaningfully to the company’s overall success.

 

This position is located at our Watertown, MA site. We offer a hybrid work schedule.

Responsibilities

Primary responsibilities include, but are not limited to, the following:

 

Individual responsibilities

• Proactively manage complex calendars to schedule meetings, manage conflicts and provide seamless coordination of busy executives.
• Ensure seamless coordination for internal and external events, complex domestic and foreign business travel, etc.
• Work outside of standard business hours to accommodate different time zones and travel schedules of busy executives who require support.
• Coordinate logistics for internal/external meetings, Team conference calls, WebEx and video conferencing
• Manage significant and complex expense report submission with Concur Expense system
• Support additional team members with consulting agreements (Agiloft) and expense reports
• Work with Finance to ensure POs/Invoices are processed timely
• Represent executive office in professional and courteous manner with external and internal stakeholders
• Work on assigned projects in Word, Excel and PowerPoint.
• Ensure office and kitchen supply is up to date

 

Shared Responsibilities

 

• Provide back-up for team members when they are out of the office
• Collaborate with the Administrative Staff to continually identify ways to improve the efficiency of the office
• Troubleshoot routine technical and administrative problems
• Perform general office duties, such as greeting and escorting visitors; answering phones; responding to messages and requests; preparing correspondence and presentations

Qualifications

Primary skills and knowledge required include, but are not limited to the following:

• Exceptional computer skills in MS Office 365, with a high level of proficiency in Word and PowerPoint, and a high level of comfort using technology to help the organization become more efficient.
• Strong interpersonal skills needed for interacting with clients, and working with CEO and Sr. level Executive team and managers
• Time Management skills an assistant needs to not only handle his or her own time well, but also that of the Executive. That means coordinating the needs and demands of multiple people to create a workable schedule and then often changing that schedule on short notice as situations change.
• High attention to detail and accuracy
• Strong organizational skills, including the demonstrated ability to anticipate and plan and to multi-task and prioritize activities to manage aggressive timelines while remaining even-tempered
• Proven track record in dealing tactfully and professionally with confidential information
• Proven success working in close professional partnerships, larger team situations, and as an individual contributor
• Strong grammar and writing skills
• Ability to work on special projects and support key initiatives, in addition to routine work
• Known for being self-motivated, proactive, with a high energy level, and a natural desire and flexibility to adapt and have ability to find solutions to every problem
• Adapts well to changing plans and priorities; comfortable dealing with fast p