Executive Assistant, HR and Special Projects

Req ID: 10519

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 duties to ensure that assigned executive leaders are free to focus on business concerns and issues. Screen incoming telephone call types and composes correspondence, compiles, and prepares various business documents and reports tracks budgetary expenses, makes travel arrangements organizes and schedules meetings. Prepares management presentations. Maintains effective administrative control over various departmental activities procedures or programs. Maintains personnel attendance and other administrative records. 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.
Manages information requests to President and coordinates the appropriate response by reaching out to others for information needed to respond and drafting a response for review by the President.
Drafts correspondence based upon information received from executive management.
Transcribes word for word documentation based upon real time oral communication.
Develops a travel profile for assigned executives and arranges travel accommodations based on preferences. Prepares submits expense reports. 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 maintains diaries calendars and is responsible for scheduling appointments.
Drafts emails 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 create and 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 such 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 purchase orders as required and obtains the appropriate approvals. Monitors invoices to ensure that billing charges are 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. Maintains the department budget and prepares the same based upon input from appropriate constituents.
Assists in the on-the-job training of lower-level administrative assistants. Manages special projects and other duties as may be assigned from time to time by Executive Management.
Coordinate and manage small projects as directed.

Job Qualifications

Required:

High school degree or equivalent required. Associate in Business or Secretarial Science preferred.
Minimum ten (10) years of Administrative experience, in a fast-paced high-level corporate environment.
Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).
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).

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.

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 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 || Information Technology (IT)

Job Segment: Administrative Assistant, Executive Assistant, Secretary, HR, Developer, Administrative, Human Resources, Technology

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