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Senior Executive Administrative Assistant

Req ID:  1050

Working Location: PENNSYLVANIA, CENTER VALLEY 

Are you looking for a company that cares about people’s lives and health, including yours? At Olympus, we help make people’s lives healthier, safer and more fulfilling, every day. 
 
Let’s inspire healthier lives, together.

Job Description

The Senior Executive Administrative Assistant performs a variety of administrative duties and properly administers various departmental activities, policies, and programs so that the Corporate Chief Medical Officer is free to focus on business concerns and issues. They prepare reports on a variety of business topics. The successful candidate composes and types routine and confidential business correspondence. The Senior Executive Administrative Assistant compiles and prepares various business documents and screens incoming telephone calls. They enter and tracks budgetary expenses as appropriate. They make travel arrangements and organizes and schedules meetings. They repares management presentations and attend meetings and take minutes.The Senior Executive Administrative Assistant serves as key point of contact and disposition of requests on behalf of CMO for Medical & Scientific Affairs (MSA).

Job Duties

* Supports MSA Leadership Team in updating SharePoint and coordination of meeting to ensure regular and special MSA meetings run smoothly and efficiently. 

 

* Makes travel arrangements for MSA LT members and visitors as appropriate which involves working directly with service provider and at times with Corporate Travel Department to arrange transportation and lodging.

 

* Prepares and distributes travel itineraries.

 

* Makes arrangements for dining at approved venues.

 

* Processes Concur expenses for reimbursement.

 

* Organizes and schedules onsite or offsite meetings.

 

* Ensures that facilities are adequate.

 

* Arranges for food and beverages

 

* Assists in creation of management presentations by using computer programs to create charts graphs and slides as needed.

 

* Prepares reports which involve assembling necessary information by researching files and documents and communicating with various people; operating various computer software

programs e.g. MS Office Suite to record and analyze information; organizing information into text tables and graphs to format and generate reports. 

 

* Acting as liaison between departmental employees and ITS to arrange for communications devices e.g. iPhones, e-mail, iPads and telephone calling cards. 
 

* Responds to and screens incoming telephone calls from customers vendors and others.

 

* Direct callers to appropriate personnel or provides information on request.

 

* Takes and relays messages.

 

* Types routine and confidential letters reports and memoranda from rough draft or written notes ensuring accurate grammar spelling and business formats.

 

* Composes business correspondence.

 

* Sends original and copies of correspondence to designated addressees.

 

* Maintains correspondence files. 

 

* Monitors and maintains adequate quantities of office supplies.

 

* Orders office products and equipment from vendor catalogues or approved lists of standard office supplies.

 

* Ensures billing charges are appropriate for invoices assigns general ledger accounting code processes purchase requisitions through JDE for invoices and submits bills for signature for payment in a timely manner.

 

* Organizes and maintains files of records literature and reports.

 

* Maintains all appropriate forms and files material as required.

 

* Recovers information from files upon request.

 

* Maintains logs and other records e.g. personnel attendance overtime, vacation records and confidential personnel files.

 

* Monitors weekly time sheets and verifies for accuracy.

 

* Administers the attendance tracking system.

 

* Reviews and logs travel and entertainment forms. 

 

* Works on special projects and performs other duties as directed.

Job Requirements

REQUIRED QUALIFICATIONS:

 

* Minimum of ten (10) years secretarial and or administrative experience including experience in an executive area. 

 

PREFERRED QUALIFIATIONS:

 

* Associates degree in Business or Secretarial Science preferred or equivalent experience and knowledge.

 

* Strong written and verbal communication skills.

 

* Tact and diplomacy and telephone etiquette.

 

*  Understanding of the principles of customer service. 

 

* Knowledge of desktop computer software e.g. Office 365, MS Office Suite (Outlook, PowerPoint Excel, Word, SharePoint, Teams, etc.), Internet, SAP, JDE, Concur. 

 

* Knowledge of mobile computing technologies (phones, tablets, portable devices).

 

* Excellent organizational skills.

 

* Basic project management. 


* Fluency in one or more of the following languages a bonus: Japanese or German.


* Experience with graphic design and advanced PowerPoint a bonus.

We realize work isn’t just a job to you.

It’s a big part of your life, but not the only part. That’s why we offer competitive salaries, a robust 401(k) program, annual bonus program and comprehensive medical benefits, as well as tuition reimbursement, flexible schedules, parental and adoption leave, on-site services and Colleague Affinity Networks — so you can be ready for where life can take you.

Olympus is passionate about the solutions it creates for the medical, life sciences, and industrial equipment industries, as well as cameras and audio products. For more than 100 years, Olympus has focused on making people’s lives healthier, safer and more fulfilling by helping detect, prevent, and treat disease, furthering scientific research, ensuring public safety, and capturing images of the world.

Olympus’ 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 overall costs, and enhance the quality of life for patients. Olympus’ Medical portfolio includes endoscopes, laparoscopes, and video imaging systems, as well as surgical energy devices, system integration solutions, medical services, and a wide range of endotherapy instruments for endoscopic and therapeutic applications. For more information, visit www.olympus-global.com.

Olympus…True To You. True To Society. True To LIFE.

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 || 

 

 


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