Senior Executive Assistant, Medical and Scientific Affairs

Olympus Corporation; Westborough (MA); Hybrid; USD 45,000 - 61,000; Full time

Benefits offered by this job

Competitive pay and bonus

401(k) with company match

Employee Assistance Program

Paid time off and holidays

Job summary

Olympus America, Inc. is seeking a high-level administrative professional to support the Chief Medical Officer in Massachusetts and Hybrid work settings.

You will manage calendar coordination, travel arrangements, and expense processing while preparing presentations and handling confidential correspondence. This role requires prior executive support experience, strong communication skills, and a keen eye for detail.

Qualifications

• Supports the Chief Medical Officer (CMO) in activities and coordination of meetings.
• Arranges travel for the CMO and visitors, coordinating with service providers and travel department.
• Prepares travel itineraries and processes expenses for reimbursement.
• Assists in creating management presentations with charts, graphs, and slides.
• Maintains correspondence files and handles confidential information.

Responsibilities

• Supports the 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.

Skills

Executive support

Communication skills

Confidentiality

Meeting coordination

Travel arrangements

Education

High School Diploma

Associate or Bachelor's preferred

Tools

Office 365

MS Office Suite

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 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.

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).

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

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 toplan eligibilityand 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.

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.