Senior Executive Administrative Assistant
Olympus Corporation of the Americas
Summary
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 description
Job Duties
- Support leaders with calendar management and meeting logistics whether site based or virtual, including 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; requires advanced skills with these tools.
- Arrange travel and file expense reports for the leaders and team members, including working with Corporate Travel to organize transportation, lodging, and dining/entertainment, and preparing and distributing itineraries.
- Support leaders with potential visitors on site for meeting and event coordination, including scouting locations, preparing recommendations, selecting vendors, 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, complying with accounts payable processes to validate vendor information.
- Provide reporting and analytical support; requires 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 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.
Requirements
- 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
- 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
Benefits
- Competitive Salaries
- Annual Bonus
- 401(k) Matching
- Medical, Dental & Vision
- Employee Assistance Program
- Wellbeing Programs
- Paid Vacation & Sick Time
- Paid Parental Leave
- Adoption Assistance
- 12 Paid Holidays
- On-Site Child Daycare
- Café
- Fitness Center
- Paid Volunteering
- Charitable Donation Match
- Employee Resource Groups
- Training Resources
- Learning & Development
- Paid Educational Assistance
Company overview
Olympus Corporation of the Americas is a leading global medical technology company and a wholly owned subsidiary of Olympus Corporation, headquartered in Center Valley, Pennsylvania. As a pioneer in the medical device industry, Olympus specializes in developing and manufacturing advanced endoscopic solutions, minimally invasive surgical equipment, and diagnostic imaging systems. The company holds approximately 70% of the global endoscope market, with a comprehensive portfolio that includes gastrointestinal endoscopes, laparoscopes, bronchoscopes, urological devices, and video imaging platforms. With over 5,200 employees across North and South America, Olympus focuses on creating innovative medical technologies that enable early detection, diagnosis, and minimally invasive treatment of diseases. The company's products are used across multiple medical specialties including gastroenterology, pulmonology, urology, and general surgery, helping healthcare professionals improve clinical outcomes while reducing procedural costs. Olympus continues to invest heavily in research and development, digital healthcare solutions, and AI-powered diagnostic tools to maintain its leadership position in the medical technology sector.