Executive Administrative Assistant

Req ID: 10282

Working Location: PENNSYLVANIA, CENTER VALLEY

Workplace Flexibility: Hybrid

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: https://www.olympusamerica.com/careers.

Job Description

Performs a variety of administrative, coordination and planning duties to fully support VP Human Resources and HR leadership team. This will include, but not be limited to, screening incoming telephone calls, typing and composing correspondence, making travel arrangements, organizing and scheduling meetings. Prepares management presentations. Coordination of budget information, requesting purchase orders and processing vendor invoices for payment. Will serve as back up for other HR specialist roles/tasks.

Job Duties

Drafts and produces correspondence, presentations, reports, spreadsheets, organization charts, and other similar documents utilizing current office tools.
Coordinates the collection of budget information and creates a consolidated excel workbook for fiscal year budget and will revise for periodic budget updates. Monitors monthly budget variance reports and accruals and communicates and coordinates with budget owners.
Prepares purchase orders as required, obtains the appropriate approvals. Monitors invoices to ensure that billing charges are appropriate and all required information is present so that payment may be processed.
Organizes and maintains diaries and calendars and is responsible for scheduling appointments and recurring staff meetings. Schedules topics and presenters for meetings.
Arranges travel accommodations and prepares/submits expenses by utilizing software applications. Responds to and screens incoming phone calls and directs callers as appropriate
Coordinates HR office space with facilities, coordinates aspects of on boarding for HR employees such as acquiring laptop, phone, badge access steps and systems access. Provides training on systems as needed.
Attends meetings as assigned and serves as the note taker and provides relevant updates. Compiles appropriate minutes and summation of action items.
Organizes and schedules meetings and events for the HR team. Ensures that facilities are appropriate. Arranges for food beverage service where required and is responsible for coordinating and maintaining itineraries. These meetings and events may range from vendor meetings to internal HR team recognition events.
Manages special projects and other duties as may be assigned from time to time by HR Leadership.

Job Qualifications

Required:

High school degree or equivalent required. AS in Business or Secretarial Science preferred or equivalent experience and knowledge.
Minimum of seven (7) years of administrative assistant experience in a fast paced, high level corporate environment in support of executive management.
Communicating verbally and writing must be a strength.
Proficiency in MS Word, Excel (formula experience required), , and PowerPoint and Outlook, Teams, DocuSign, SuccessFactors. Ability to type 70+WPM.
Bookkeeping, budgeting and expense management experience strongly preferred.
Ability to be trusted with highly confidential information a must.
Understands and follows established processes and controls while making constructive suggestions for continuous improvement.
Ability to train staff relative to processes and systems.
Ability to accurately capture important items so that a complete record is created (e.g. capturing accurate meeting minutes).
Comfortable working with vendors, researching facilities, and making appropriate arrangements.
Excellent attention to detail and the ability to multi task. Prior project management experience with a proven track record for success is highly preferred.
Ability to work extended hours as needed, occasionally.

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 benefits and incentives: https://www.olympusamerica.com/careers/benefits-perks.

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 are deeply committed to fostering a respectful, fair, and welcoming workplace for all individuals, perspectives, and lifestyles. We believe in fostering a non-discriminatory, inclusive work environment where everyone feels a sense of belonging, in full compliance with legal standards. Empathy and unity are core to our company culture, empowering employees to contribute fully and flourish. We warmly encourage all who wish to bring their talents to Olympus to apply.

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) || Pennsylvania (US-PA) || Center Valley || Human Resources

Job Segment: Secretary, Executive Assistant, Administrative Assistant, Project Manager, Administrative, Technology

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