Senior Executive Assistant, Medical and Scientific Affairs

Olympus Corporation; Massachusetts; Hybrid; USD 45,000 - 61,000; Full time

Benefits offered by this job

Competitive base salary

Annual bonus

401(k) with company match

Medical, dental, vision coverage

Paid time off and holidays

Parental leave and adoption assistance

On-site amenities

Job summary

Olympus Corporation in Massachusetts and Pennsylvania is seeking an experienced Administrative Assistant to the Chief Medical Officer (MSA). You will handle travel, scheduling, and confidential correspondence, supporting high-level executives and coordinating meetings and presentations.

The role requires strong communication, discretion, and the ability to manage multiple stakeholders across a global organization.

Qualifications

• High School Diploma required; Associate or bachelor’s degree preferred.
• Minimum 8 years administrative support experience; at least 4 years supporting C-Suite executives.
• Strong written and verbal communication; tact and diplomacy; virtual and live meeting etiquette.
• High level of confidentiality and integrity.
• Managing stakeholders inside and outside Medical and Scientific Affairs.

Responsibilities

• Supports the Chief Medical Officer (CMO) in activities and coordination of meetings.
• Makes travel arrangements for the CMO and visitors, coordinating with travel services.
• Prepares and distributes travel itineraries; processes expenses for reimbursement.
• Organizes onsite or offsite meetings and support materials for presentations.
• Assists in creation of management presentations using charts, graphs, and slides.
• Maintains and files business correspondence and related records.

Skills

Executive support

Written communication

Verbal communication

Confidentiality

Stakeholder management

Meeting etiquette

Travel coordination

Organizational skills

Project coordination

Global schedule availability

Education

High School Diploma

Associate or bachelor’s degree (preferred)

Tools

Office 365

MS Office Suite

Outlook

PowerPoint

Excel

SharePoint

Teams

SAP

Concur

Job description

Working Location: Massachusetts, Westborough; 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

Performs a variety of administrative duties at the direction of the Chief Medical Officer. Composes routine and confidential business correspondence. Compiles and prepares various business documents. Enters and tracks expenses as appropriate. Makes travel arrangements. Organizes and schedules meetings. Serves as key point of contact and disposition of requests on behalf of CMO for Medical & Scientific Affairs (MSA).

Job Duties

• Supports the Chief Medical Officer (CMO) in various activities and coordination of meetings.
• Makes travel arrangements for CMO 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. Processes expenses for reimbursement. Organizes and schedules onsite or offsite meetings.
• Assists in creation of management presentations by using computer programs to create charts graphs and slides as needed.
• Composes business correspondence. Maintains correspondence files.
• Works on special projects and performs other duties as directed.

Job Qualifications

Required

• High School Diploma required;Associate or bachelor’s degree is preferred.
• Minimum of 8 (eight) years administrative support experience; at least 4 years of supporting C-Suite Executive.
• Strong written and verbal communication skills. Tact and diplomacy. Virtual and live meeting etiquette.
• High level of confidentiality and integrity.
• Managing stakeholders inside and outside of Medical and Scientific Affairs.
• Knowledge of computer software e.g. Office 365, MS Office Suite (Outlook, PowerPoint Excel, Word, SharePoint, Teams, etc.) required. Working knowledge of SAP, Concur preferred.
• Excellent organizational skills and attention to detail. Basic project management.
• Availability for a global schedule (early morning or late evenings).

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.

The anticipated base pay range for this full-time position in this location is $32.92 - $44.45 / 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.