Executive Administrative Assistant

Olympus Corporation; Boston (MA); Hybrid; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive salaries, annual bonus and

401(k) with company match

Comprehensive medical, dental, vision

24/7 Employee Assistance Program

Wellbeing programs

Paid vacation and sick time

Parental leave and adoption assistance

12 paid holidays

On-site daycare, café, fitness center

Job summary

Olympus Corporation in Massachusetts, Westborough, is seeking an Executive Administrative Assistant to support BU V.P. and V.P.s.

You will manage calendars, draft correspondence, arrange domestic and global travel, and prepare PowerPoint presentations, serving as back-up for other admins. Requirements include a high school degree or equivalent, 5+ years in a fast-paced corporate setting, and strong MS Word/Excel/PowerPoint skills; typing 70+ WPM and MS Access are preferred.

Qualifications

• High school degree or equivalent required; AS in Business or Secretarial Science preferred or equivalent experience.
• Minimum of five (5) years of administrative assistant experience in a fast-paced corporate environment.
• Proficiency in MS Word, Excel, and PowerPoint.
• Ability to type 70+ WPM; MS Access preferred.
• Proficiency using MS Explorer or similar browsers and html-based software (Concur, Orbitz for Business).

Responsibilities

• Drafts and produces correspondence, presentations, reports, and documents using MS Word, Excel, and PowerPoint.
• Circulates materials and documents for meeting attendees; prepares travel arrangements and expense submissions via Concur.
• Responds to and screens calls, takes messages, and escalates as needed.
• Manages calendars and schedules appointments; drafts emails for management review.
• Maintains confidentiality and organizes data files and directories.
• Maintains databases with MS Access or similar programs; liaises with internal/external contacts professionally.
• Oversees administrative processes and ensures steps (travel approval, timesheets, expense reports) are completed.
• Maintains office supplies and equipment; orders as needed; coordinates with ITS for communication devices.
• Prepares and distributes meeting minutes; organizes on-site and off-site meetings; coordinates catering as required.

Skills

MS Word

MS Excel

PowerPoint

Typing 70+ WPM

MS Access

Concur

Orbitz for Business

MS Explorer or HTML-based software

Education

High school degree or equivalent

AS in Business or Secretarial Science preferred

Tools

MS Word

MS Excel

PowerPoint

MS Access

Concur

Orbitz for Business

Job description

Working Location: Massachusetts, Westborough

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

The Executive Administrative Assistant is responsible for performing a variety of administrative duties to ensure that business (BU V.P. and V.Ps) leaders are free to focus on the needs of the business. This will include, but not be limited to managing calendars, composing correspondence, making travel (domestic and global) arrangements, organizing and scheduling meetings. Prepares PowerPoint presentations. 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.
• Circulates presentation materials and other documents for meeting attendees as appropriate.
• Arranges travel/accommodations and prepares/submits expense by utilizing software applications such as 'Concur'.
• 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 calendars/schedules and is responsible for scheduling appointments.
• Drafts emails and other documentation 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 maintain databases.
• Serves as a champion of communication by liasing 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 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 orders as required and obtains the appropriate approvals.
• Monitors invoices to ensure that billing 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.
• Manages special projects and other duties within scope of a non-exempt as may be assigned from time to time by management.

Job Qualifications

Required

• High school degree or equivalent required. AS in Business or Secretarial Science preferred or equivalent experience and knowledge.
• A minimum of five (5) years of administrative assistant experience in a fast paced, high-level corporate environment.
• Proficiency in MS Word, Excel, and PowerPoint.
• 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

The anticipated base pay range for this full-time position in this location is $26.03 - $35.14 / 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 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 [e-mail]. 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.