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Senior Executive Administrative Assistant

Req ID:  539

Working Location: MASSACHUSETTS, SOUTHBOROUGH 

 

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 to ensure that the TSD Division Head, Global Strategy and Global PMO Functional Heads can operate efficiently and are free to focus on business priorities. He/she optimizes calendar management short and long term including travel and off shift meetings. The incumbent properly schedules, plans, coordinates and executes various types of Global and Local meetings and events from small meetings to large-scale complex meetings and/or executive events.  He/ She prepares reports on a variety of business topics and presentations as required. Coordinates and administers TSD Divisional activities, policies and programs. The incumbent composes and types routine and confidential business correspondence. Screens incoming telephone calls. The Senior Executive Administrative Assistant enters and tracks budgetary expenses including the generation and tracking of Purchase Requisitions. Makes travel arrangements for domestic and complex international travel coordinating with administrative support in other locations for meeting bookings, logistics, etc. 
Candidate provides administrative support to the following individuals: Division Head TSD, VP Strategy & Portfolio Management, Global Head of PMO. This will include maintaining effective control of various departmental activities and helping them keep their teams organized.  

Job Duties

In a typical day, you will:

 

* Supports TSD ExCom Meeting Calendar including coordination of meeting logistics at location of execution ensuring meetings run smoothly.  

 

* Supports TSD Project Approval Board coordinating calendar requests and logistics at location of execution as well updating Global PMO SharePoint as needed.

 

* Calendar Maintenance for TSD Division Head & maintenance of group calendars.

 

* Makes travel arrangements and subsequently files expense reports for TSD Division Head, VP of Strategy and Global PMO Head. This involves working with Corporate Travel to arrange transportation and lodging and dining/entertainment as required. Prepare & distribute itineraries.

 

* Supports TSD executives and visitors to Southborough which involves working directly with service provider and at times with Corporate Travel Department to arrange transportation and lodging. Prepares and distributes travel itineraries. 

 

* Reviews and sends TSD routine broadcast messages ensuring each is accurate and sent to the accurate distribution list.

 

* Prepares reports for TSD updates and priority measure monthly reports which involve assembling necessary information by retrieving files and communicating with various functions; 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.

 

* Generate Purchase Requisition for the Department and develop the knowledge on the process to follow and key points of contact in procurement and accounts payable.

 

* Event Planning & Organization - Global Meetings and Training Events for the department. This will include: scouting location and ancillary event services, preparing recommendations for approval, selecting and processing vendors and generating purchase requisitions. For large scale events this individual will manage the interface & compliance with Corporate Planning.

 

* Event & Meeting Execution – Regional & Global Meetings and Events for the department. This will include: arranging catering, creating and maintaining itineraries, agendas, schedules and meeting requests, planning for conference & AV meeting logistics, coordination with meals and hotels as well as coordination with other regional admin support.

 

* Act as a liaison between departmental employees and ITS to arrange for communications devices e.g. voice conference, video conference, cell phones, e mail iPads, etc. 

 

* Perform other duties as assigned.
 

Job Requirements

REQUIRED QUALIFICATIONS:

 

* Bachelor’s Degree or Associate Degree with 2-3 years of office support experience
 

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

 

PREFERRED QUALIFICATIONS:

 

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

 

* Demonstrated communication skills both written and verbal

 

* Computer Proficiency e.g. Office 365, MS Office Suite (Outlook, Powerpoint, Excel, Word, SharePoint, Teams, etc.), WebEx, Internet, SAP, JDE, Concur.

 

* Web based applications such as SharePoint a plus.

 

* Detail-oriented with strong planning, organizational and time-management skills

 

* Must be able to multi-task in a very fast-paced environment with shifting priorities

 

* Customer focus with the ability & desire to help the department & our customer’s problem solve

 

* Excellent organizational skills. Basic project management a plus.

 

* Strong Interpersonal Skills & desire to collaborate in a team environment.
 

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 Corporation of the Americas, a wholly owned subsidiary of Olympus Corporation, is headquartered in Center Valley, Pennsylvania, USA, and employs more than 5,500 employees throughout locations in North and South America. For more information, visit www.olympusamerica.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) || Massachusetts (US-MA) || Southborough || 

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