US Office Manager & Executive Assistant
Position Title: US Office Manager & Executive Assistant
Reporting to: Chief Finance Officer
Department: G&A
Location: Newton, MA
Position Summary
The US Office Manager & Executive Assistant is responsible for overseeing the daily operations of the Boston office and will provide executive support to CFO and CLO. This role will ensure a welcoming, compliant, and efficient workspace. Other assigned duties include communicating with executive leaders, managing Outlook calendars, planning company events and business travels.
Key Responsibilities:
Executive Support (CFO & CLO)
- Manage schedules and appointments.
- Process travel arrangements, generate expense reports, and reconcile corporate credit cards.
- Coordinate logistics for Audit Committee meetings, compiling and distributing materials.
- Provide Investor Relation (IR) support, including coordination of IR conferences and investor meetings, and maintain sell-side analyst report records.
- Facilitate contract signing and PO approvals in accordance with internal policies.
Office Management
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
- Coordinate with landlord and/or maintenance companies to keep the office clean and safe and ensure its appliances are in good working order. Be the point person for maintenance, mailing, shipping, supplies, equipment, and bills.
- Act as contact for office related vendors including landlord, office equipment lessors, and telephone and network service companies.
- Coordinate with IT department on all office equipment and devices.
- Monitor office supplies and order new stationery, furniture, appliances and electronics as required.
- Support special projects and keep the management properly informed.
Qualifications & Experience:
- Experience: 5+ years of relevant EA and/or office management experience, preferably supporting C-suite executives within the life sciences or biotech industries.
- Tech Literacy: Advanced proficiency in Microsoft Office 365 products (Outlook, Word, Excel, PowerPoint) and experience with ERP, T&E (e.g. Concur), travel agency platforms.
- Discretion: Proven ability to handle highly sensitive, confidential information with absolute integrity.
- Soft Skills: Exceptional problem-solving capabilities, adaptability to shifting priorities, and a proactive, collaborative approach to teamwork.
- [Preferred] Industry Fluency: Familiarity with biotech/pharma industries and corporate compliance.
- Organization & Planning: Excellent organizational, planning, and prioritization skills with strong attention to detail.
- Office Management: Knowledge of office management practices, systems, and procedures.
- Communication: Excellent written and verbal communication skills, with the ability to interact effectively with internal and external stakeholders.
- [Preferred] Business Acumen: Understanding of finance and legal practices and procedures.
Oculis Sàrl is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other characteristic protected by applicable laws. We are committed to creating a diverse and inclusive workplace where all employees feel valued, respected, and supported. All qualified applicants will receive consideration for employment without regard to any of the aforementioned factors. We encourage individuals from all backgrounds to apply.