Senior Executive Administrative Assistant

Olympus Corporation; Center Valley (Lehigh County); Hybrid; USD 85,000 - 120,000; Full time

Benefits offered by this job

Competitive salary

Annual bonus

401(k) with company match

Medical, dental, vision coverage

Paid vacation

Job summary

Olympus Corporation in Center Valley, PA is seeking an experienced Executive Assistant to provide comprehensive support to the global Vice Presidents of Human Resources for GIS and SIS. You will manage calendars, travel, meetings, and confidential matters, coordinating with leaders and assistants worldwide.

Responsibilities include preparing presentations, handling expense reports, site visits, vendor coordination, and budget tracking.

Qualifications

• Bachelor’s or Associate’s Degree in business, office, or administrative support programs or equivalent experience.
• Minimum of ten (10) years’ secretarial and/or administrative experience including experience in an executive area.
• Excellent communication skills both written and verbal.
• Exceptional organizational skills; basic project management is a plus.
• Must have a global mindset and time zone management.
• Strong collaboration and proactive problem solving.

Responsibilities

• Provide high level administrative and technical support to two global VPs of Human Resources for GIS and SIS and their teams.
• Manage calendars, travel, and meetings across local and global scales with regard to time zones.
• Support MS Teams sites and timely information communication.
• Prepare PowerPoint decks and Word documents using standardized templates.
• Arrange complex travel and file expense reports with corporate travel coordination.
• Coordinate visitors, event logistics, vendors, and purchase requisitions.
• Assist with budget development and monthly expense monitoring.
• Process purchase requisitions and vendor invoices to cost centers.
• Provide reporting and analytical support with advanced Excel skills.
• Act as liaison with IT/ITS for communications devices and onboarding new staff.

Skills

Global time zone management

Communication skills

Organizational skills

Proactive suggestions

Collaborative teamwork

Problem solving

Education

Bachelor’s or Associate’s Degree in business/administrative fields

Tools

Office 365

MS Office Suite

SharePoint

Teams

SAP

JDE

Concur

Job description

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

Provides comprehensive high level administrative and technical support to the two global Vice Presidents, Human Resources for GIS and SIS and their global teams. Ensures leaders can focus on business and human resources priorities by managing calendars, travel, and meetings (local and global, small to large scale). Demonstrates discretion and provides support handling confidential topics and data in support of the GIS and SIS Global Business Partner teams. Coordinates activities and communications globally and regionally in Human Resources and in concert with business leaders and their assistants. Prepares reports and presentations, handles confidential correspondence, manages budget tracking and purchase requisitions, and arranges complex travel logistics. Supports effective team operations by assisting the team with IT and systems access needs.

Job Duties

• Support leaders with calendar management and meeting logistics whether site based or virtual. Meetings may be group or department meetings or one on one and may include agenda creation and management, note taking, finalization and distribution. Must excel at managing international time zones with calendar management duties.
• Support leaders in managing MS Team sites and aid in communicating information timely and professionally.
• Aid in preparing PowerPoint decks and Word documents with standardized templates. Will require advanced skills with these tools.
• Arrange travel and file expense reports for the leaders and team members. This includes working with Corporate Travel to organize transportation, lodging, and dining/entertainment as required, and preparing and distributing itineraries.
• Support leaders with potential visitors on site for meeting and event coordination. Will require coordination with assistants within the business and human resources around the globe. This may include scouting locations, preparing recommendations, selecting vendors, and generating purchase requisitions, catering or meals, maintaining itineraries, agendas, conference and AV logistics, hotels. For large-scale events, manage consultations with Communications and Events team and compliance with their programs.
• Support budget management by helping to develop the annual budget and monitoring expenses monthly and communicating adjustments or mitigations.
• Support purchase requisitions and invoice processing to appropriate cost centers which includes complying with accounts payable processes to validate vendors information.
• Provide reporting and analytical support. Will require intermediate or higher level excel skills.
• Represent the group in activities, programs, and employee-related events.
• Develop expertise in policies related to HR, procurement, event planning, indirect spend, and travel policies.
• Act as a liaison for the team and ITS to arrange communications devices such as voice and video conferencing, cell phones, email, iPads, and more. Onboarding support of new employees.

Job Qualifications

• Bachelor’s or Associate’s Degree in business, office, or administrative support programs or equivalent experience in Executive Assistant roles.
• Minimum of ten (10) years’ secretarial and/or administrative experience including experience in an executive area.
• Excellent communication skills both written and verbal.
• Exceptional organizational skills. Basic project management a plus.
• Strong collaborator and can get things done in a collaborative manner.
• Anticipate needs and make proactive suggestions for improvements.
• Must have a global mind set; time zone management.
• Computer/Technical Proficiency e.g. Office 365, MS Office Suite (Outlook, PowerPoint, Excel, Word, SharePoint, Teams, etc.), Internet, SAP, JDE, Concur.
• Web based applications such as SharePoint, Viva Engage, etc.
• 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 customers problem-solve.
• Strong Interpersonal Skills & desire to collaborate in a team environment.

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 .

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.

Posting Notes

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