Exec. Admin. Assistant

Req ID: 9820

Working Location: MINNESOTA, BROOKLYN PARK

Workplace Flexibility: Onsite

For more than 100 years, Olympus has focused on making people’s lives healthier, safer and more fulfilling. 

Every day, we live by our philosophy, True to Life, by advancing medical technologies and elevating the standard of patient care so people everywhere can fulfill their desires, dreams, and lives.

Our five Core Values empower us to achieve Our Purpose:

Patient Focus, Integrity, Innovation, Impact and Empathy.

Learn more about Life at Olympus.

Job Description

Performs a variety of administrative duties to ensure that assigned executive leadership is free to focus on the needs of the business. This will include but not be limited to composing correspondence, making travel arrangements, organizing and scheduling meetings and events, prepares management presentations, and other site level duties as required. Serves as back up support for other senior executives in OSTA when needed.

Job Duties

Compose and prepare correspondence, presentations, reports, spreadsheets, organization charts and other complex and sometimes confidential documents, using Microsoft Word, Excel, and PowerPoint.
Manages information requests to Executives and coordinates the appropriate response, drafting a response for review by the Executives.
Responds to and screens incoming questions and responds or redirects as appropriate. Relays messages and escalates as appropriate.
Develops and maintains a travel profile for assigned executives and arranges travel accommodations as requested.
Prepares and submits expense reports.
Organizes and maintains calendars and is responsible for scheduling appointments for direct Manager.
Understands how to manage data files by setting up appropriate directories and appropriately filing documentation in an organized manner.
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, replenish as needed per process and approvals required.
Serves as a liaison between departments so that employees have the appropriate communication.
Prepares purchase orders as required, ensures invoices, receipts and other Company expenses are submitted promptly and accurately per
Olympus policies and process. Ensure expense are charged to appropriate cost centers.
Attends meetings as assigned and serves as note taker. Prepares minutes with assigned actions as follow up and distributes.
Organizes and schedules onsite and offsite meetings and ensures that facilities are appropriate.
Arranges for food beverage service as required and is responsible for coordinating maintaining itineraries.
Maintains the department budget and prepares the same based upon input from appropriate constituents
Interacts regularly with Corporate Communication and Employee Experience team. Act as Site Rep, leading employee engagement initiatives and volunteer and social events. Creates and maintains a calendar of events and budget for the site.
Manages special projects.
Ensures that the appropriate levels of confidentiality is maintained.
Other duties as assigned.

Job Qualifications

Required:

High School diploma or equivalent required. Associate’s degree in Business Administration preferred.
Minimum 7+ years of administrative assistant experience in a fast paced environment. Manufacturing environment a plus.

Preferred:

Excellent verbal and written communication skills.
Ability to interactive positively and efficiently with all levels and across multi-sites.
Excellent attention to detail and strong problem-solving skills.
Proven ability to prioritize, multi-task and adapt to changing priorities or circumstances.
Ability to work independently aw well as collaborate with teams.
Ability to use discretion and maintain confidentiality.
Proficient in MS Word, Powerpoint, Word, Excel, Oracle and SAP.

Why join Olympus?

We offer a holistic employee experience supporting personal and professional well-being through meaningful work, equitable offerings, and a connected culture.

Equitable Offerings you can count on:

Competitive salaries, annual bonus and 401(k)* with company match
Comprehensive medical, dental, vision coverage effective on start date
24/7 Employee Assistance Program
Free live and on-demand Wellbeing Programs
Generous Paid Vacation and Sick Time
Paid Parental Leave and Adoption Assistance*
12 Paid Holidays
On-Site Child Daycare, Café, Fitness Center**

Connected Culture you can embrace:

Work-life integrated culture that supports an employee centric mindset
Offers onsite, hybrid and field work environments
Paid volunteering and charitable donation/match programs
Employee Resource Groups
Dedicated Training Resources and Learning & Development Programs
Paid Educational Assistance

*US Only

**Center Valley, PA and Westborough, MA

Are you ready to be a part of our team?

Learn more about our benefit and incentives.

The anticipated base pay range for this full-time position working at this location is $28.00 - $37.80 / hour, plus potential for annual bonus (subject to plan eligibility and other requirements). Olympus considers a variety of factors when determining actual compensation for this position, including level of experience, working location, and relevant education and certifications.

At Olympus, we are committed to Our Purpose of making people’s lives healthier, safer and more fulfilling. As a global medical technology company, we partner with healthcare professionals to provide best-in-class solutions and services for early detection, diagnosis and minimally invasive treatment, aiming to improve patient outcomes by elevating the standard of care in targeted disease states.

For more than 100 years, Olympus has pursued a goal of contributing to society by producing products designed with the purpose of delivering optimal outcomes for its customers around the world.

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.

You Belong at Olympus

We value a workforce that reflects a wide range of perspectives, backgrounds, and experiences. We foster an environment where all employees feel valued, respected, and supported. And we provide employees with equal access to opportunities for growth and development.

Applicants Requesting Accommodations: Olympus is committed to the full inclusion of all qualified individuals. As part of this commitment, Olympus will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact OCAAccommodations@olympus.com. If your disability impairs your ability to email, you may call our HR Compliance Manager at 1-888-Olympus (1-888-659-6787).

Let’s realize your potential, together.

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) || Minnesota (US-MN) || Brooklyn Park || Manufacturing & Repair

Nearest Major Market: Minneapolis
Job Segment: Administrative Assistant, Database, Oracle, SAP, ERP, Administrative, Technology

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