Note: The job is a remote job and is open to candidates in USA. Olympus Corporation is a global medical technology company focused on advancing medical technologies. The Executive Administrative Assistant will perform a variety of administrative duties to support business leaders, ensuring they can focus on the needs of the business.
Responsibilities
- By using tools, including, but not limited to, MS Word, Excel, and Powerpoint, drafts and produces correspondence, presentations, reports, spreadsheets, organization charts, and other similar documents
- Circulates presentation materials and other documents for meeting attendees as appropriate
- Arranges travel/accommodations and prepares/submits expense by utilizing software applications such as 'Concur'
- Responds to and screens incoming phone calls and directs callers as appropriate
- Takes and relays messages and appropriately escalates calls to the appropriate personnel
- Organizes and calendars/schedules and is responsible for scheduling appointments
- Drafts emails and other documentation as instructed for review by management
- Ensures that the appropriate levels of confidentiality are maintained
- Responds to inquiries directly where appropriate
- Understands how to manage data files by setting up appropriate directories and appropriately filing documentation in an organized manner
- Uses MS Access and/or other similar programs to maintain databases
- Serves as a champion of communication by liasing with Internal and external contacts in a professional manner
- Manages administrative processes and ensures that staff members are aware of all necessary process steps that must be completed prior to submission e.g., travel approval, timesheets, expense reports
- Ensures that there is an adequate supply of appropriate office supplies and equipment
- Orders supplies following established processes and by utilizing approved vendors
- Serves as a liaison between department and ITS so that employees have the appropriate communication devices/tools
- Prepares orders as required and obtains the appropriate approvals
- Monitors invoices to ensure that billing appropriate and that all required information is present so that payment may be processed
- Attends meetings as assigned and serves as the note taker
- Compiles appropriate minutes and summation of action items
- Organizes and distributes incoming and outgoing mail
- Distributes documentation as appropriate
- Organizes and schedules on site and off site meetings and ensures that facilities are appropriate
- Arranges for food/beverage service where required and is responsible for coordinating/maintaining itineraries
- Manages special projects and other duties within scope of a non-exempt as may be assigned from time to time by management
Skills
- High school degree or equivalent required
- A minimum of five (5) years of administrative assistant experience in a fast paced, high-level corporate environment
- Proficiency in MS Word, Excel, and PowerPoint
- Ability to type 70+WPM
- Proficiency using MS Explorer or similar browsers as well as software that is html based (Concur, Orbitz for Business)
- AS in Business or Secretarial Science preferred or equivalent experience and knowledge
- Experience with MS Access is preferred
Benefits
- 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**
- 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
Company Overview