Executive Administrative Assistant
Workplace Flexibility: Hybrid
Are you looking for a company that cares about people’s lives and health, including yours? Let’s inspire healthier lives, together.
Olympus, a leading medical technology company, has focused on making people’s lives better for over 100 years.
Our Purpose is to make people’s lives healthier, safer, and more fulfilling.
Our Core Values are reflected in all we do: Integrity – Empathy – Agility – Unity – Long-Term View
We deliver on our purpose and our core values by staying True to Life.
Job Description
The Executive Administrative Assistant is responsible for performing a variety of administrative duties to ensure that business (BU V.P. and V.Ps) leaders are free to focus on the needs of the business. This will include, but not be limited to managing calendars, composing correspondence, making travel (domestic and global) arrangements, organizing and scheduling meetings. Prepares PowerPoint presentations. Serves as 'back up' support for other department administrative staff as required.
Job Duties
- By using tools, including, but not limited to, MS Word, Excel, and Powerpoint, drafts and produces correspondence, presentations, reports, spreadsheets, organization charts, and other similar documents. Circulates presentation materials and other documents for meeting attendees as appropriate.
- Arranges travel/accommodations and prepares/submits expense by utilizing software applications such as 'Concur'.
- Responds to and screens incoming phone calls and directs callers as appropriate. Takes and relays messages and appropriately escalates calls to the appropriate personnel. Organizes and calendars/schedules and is responsible for scheduling appointments. Drafts emails and other documentation as instructed for review by management.
- Ensures that the appropriate levels of confidentiality are maintained. Responds to inquiries directly where appropriate.
- Understands how to manage data files by setting up appropriate directories and appropriately filing documentation in an organized manner. Uses MS Access and/or other similar programs to maintain databases.
- Serves as a champion of communication by liaising with Internal and external contacts in a professional manner.
- Manages administrative processes and ensures that staff members are aware of all necessary process steps that must be completed prior to submission e.g., travel approval, timesheets, expense reports.
- Ensures that there is an adequate supply of appropriate office supplies and equipment. Orders supplies following established processes and by utilizing approved vendors. Serves as a liaison between department and ITS so that employees have the appropriate communication devices/tools. Prepares orders as required and obtains the appropriate approvals. Monitors invoices to ensure that billing appropriate and that all required information is present so that payment may be processed.
- Attends meetings as assigned and serves as the note taker. Compiles appropriate minutes and summation of action items.
- Organizes and distributes incoming and outgoing mail. Distributes documentation as appropriate. Organizes and schedules on site and off site meetings and ensures that facilities are appropriate. Arranges for food/beverage service where required and is responsible for coordinating/maintaining itineraries.
- Manages special projects and other duties within scope of a non-exempt as may be assigned from time to time by management.
Job Qualifications
Required:
- High school degree or equivalent required AS in Business or Secretarial Science preferred or equivalent experience and knowledge.
- A minimum of five (5) years of administrative assistant experience in a fast paced, high-level corporate environment.
Preferred:
- Proficiency in MS Word, Excel, and PowerPoint.
- Ability to type 70+WPM.
- Experience with MS Access is preferred.
- Proficiency using MS Explorer or similar browsers as well as software that is html based (Concur, Orbitz for Business)
#LI-Hybrid
Why join Olympus?
Here, people matter—our health, our happiness, and our lives.
- Competitive salaries, annual bonus and 401(k)* with company match
- Comprehensive Medical, Dental, Visions coverage effective on start date
- 24/7 Employee Assistance Program
- Free virtual live and on-demand wellness classes
- Work-life balance supportive culture with hybrid and remote roles
- 12 Paid Holidays
- Educational Assistance
- Parental Leave and Adoption Assistance
- Volunteering and charitable donation match programs
- Diversity & Inclusion Programs including Colleague Affinity Networks
- On-Site Child Daycare, Café, Fitness Center**
- US Only
**Limited locations
We care about your health and financial well-being and offer the resources you need to feel vital, confident and ready for wherever life takes you. Learn more about our benefit offerings at https://www.olympusamerica.com/careers/benefits-perks.
About us:
Our Medical business uses innovative capabilities in medical technology, therapeutic intervention, and precision manufacturing to help healthcare professionals deliver diagnostic, therapeutic, and minimally invasive procedures to improve clinical outcomes, reduce costs, and enhance the quality of life for patients and their safety.
Headquartered in Tokyo, Japan, Olympus employs more than 31,000 employees worldwide in nearly 40 countries and regions. Olympus Corporation of the Americas, a wholly owned subsidiary of Olympus Corporation, is headquartered in Center Valley, Pennsylvania, USA, and employs more than 5,200 employees throughout locations in North and South America. For more information, visit www.olympusamerica.com.
Olympus is dedicated to building a diverse, inclusive and authentic workplace
We recognize diversity in people, views and lifestyle choices and emphasize the importance of inclusion and mutual respect. We strive to continue to foster empathy and unity in the workplace so that our employees can fully contribute and thrive.
Let’s realize your potential, together.
Olympus requires all US new hires to be “fully vaccinated” against COVID-19, as defined by the Centers for Disease Control and Prevention (CDC), on or before their first day of work. Individuals who have been offered employment who have a disability, medical condition, or sincerely-held religious belief that prevents them from being vaccinated against COVID-19 are required to request and be granted a reasonable accommodation prior to their first day of work.
It is the policy of Olympus to extend equal employment and advancement opportunity to all applicants and employees without regard to race, color, national origin (including language use restrictions), citizenship status, religious creed (including dress and grooming practices), age, sex (including pregnancy, childbirth, breastfeeding, medical conditions related to pregnancy, childbirth and/or breastfeeding), gender, gender identity and expression, sexual orientation, marital status, disability (physical or mental) and/or a medical condition, genetic information, ancestry, veteran status or service in the uniformed services, and any other characteristic protected by applicable federal, state or local law.
Posting Notes: || United States (US) || Massachusetts (US-MA) || Westborough ||
By
Olympus
At Olympus we try to make the world a little better every day, and a healthier, safer and more fulfilling place for us all to live in. We offer motivated & results-driven people a place where they can make a difference. We give you the oppor...
7 jobs
Subscribe to Rise newsletter
🔮
Hi, I'm Risa! Your AI Career Copilot
you, just ask me below!
Sign up for our weekly
newsletter of fresh jobs
