Administrative Assistant to R&D Project Manager

Rochester Optical • Rochester, NY

7d

About The Position

Rochester Optical is seeking an experienced Administrative Assistant to provide comprehensive administrative and organizational support to the Chief Executive Officer (CEO) and the Research & Development Project Manager.

This role requires a detail-oriented administrative professional who excels at calendar management, scheduling, document preparation, project coordination, and confidential administrative support. The ideal candidate is proactive, organized, and comfortable working independently in a fast-paced office environment.

Requirements

• Proven experience as an Administrative Assistant or Office Administrator
• Strong organizational, multitasking, and time-management skills
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Strong typing, proofreading, and document formatting skills
• High attention to detail with excellent follow-up
• Ability to anticipate needs and manage competing priorities
• Professional demeanor with a strong commitment to confidentiality
• 5+ years of experience in an administrative assistant or office administration role

Nice To Haves

• Experience supporting management or leadership teams preferred
• Experience in a small to mid-sized company environment preferred
• Previous experience in an optical, ophthalmological, medical, or healthcare-related environment preferred

Responsibilities

• Provide administrative assistant support to the CEO and R&D Project Manager
• Manage calendars, scheduling, meetings, and agendas
• Prepare, edit, and organize correspondence, reports, spreadsheets, and presentations
• Perform clerical and administrative tasks, including document management and recordkeeping
• Handle confidential and sensitive information with discretion and professionalism
• Serve as a point of contact for internal and external communications
• Prioritize incoming calls, emails, and requests; escalate urgent matters appropriately
• Complete expense reports and maintain accurate administrative records
• Assist with project coordination, task tracking, and deadline management
• Support special projects and cross-functional initiatives as assigned
• Coordinate schedules and manage time commitments
• Organize meetings, prepare agendas, and follow up on action items
• Independently gather information and recommend process improvements
• Plan, organize, and prioritize administrative work independently
• Maintain efficient office systems and workflows

Benefits

• Medical insurance (Blue Cross/Blue Shield PPO and high-deductible plans with employer-sponsored HSA)
• Dental insurance (MetLife)
• Company-paid life insurance and long-term disability
• Paid Time Off (PTO) and paid holidays
• 401(k) with annual company match
• Vision benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed