Senior Executive Administrative Assistant

Olympus America, Inc.; Pennsylvania; Hybrid; USD 70,000 - 98,000; Full time

Benefits offered by this job

Competitive salary

Annual bonus

401(k) match

Employee Assistance Program (24/7)

Wellbeing programs

Paid vacation & sick time

Parental leave & adoption assistance

Paid holidays

On-site daycare, café, fitness center

Volunteering & donation matching

Employee Resource Groups

Learning & development programs

Job summary

Olympus America, Inc. is seeking a Senior Executive Administrative Assistant to provide comprehensive high-level administrative and technical support to two global Vice Presidents in Human Resources for GIS and SIS.

You will coordinate calendars, travel, meetings, and complex logistics, while handling confidential matters and ensuring smooth global operations. The role requires a decade of executive support experience, superb communication, and strong Excel/PowerPoint capabilities, with a

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.
• 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.

Responsibilities

• 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.
• 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.

Skills

Calendar management

Travel coordination

Meeting logistics

Time zone management

Communication skills

Organizational skills

Collaboration

Proactivity

Interpersonal skills

Education

Bachelor’s or Associate’s Degree in business/office/admin

Tools

MS Teams

PowerPoint

Word

Excel

SharePoint

Viva Engage

Job description

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Senior Executive Administrative Assistant

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 ofpatient 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.

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

Required:

• Bachelor’s or Associate’s Degree in business, office, or administrative support programs or equivalentexperience in Executive Assistant roles.
• Minimum of ten (10) years’ secretarial and/or administrative experience including experience in anexecutive 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.
• 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.

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

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

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

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.