Executive Administrative Assistant

Working

Location:

Massachusetts, Westborough

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:  .

The Executive Administrative Assistant is responsible for performing a variety of administrative duties to ensure that business (BU V.P. and V.Ps) leaders are free to focus on the needs of the business. This will include, but not be limited to managing calendars, composing correspondence, making travel (domestic and global) arrangements, organizing and scheduling meetings. Prepares PowerPoint presentations. Serves as 'back up' support for other department administrative staff as required.

• 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.

• High school degree or equivalent required. AS in Business or Secretarial Science preferred or equivalent experience and knowledge.
• 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.
• Abilit…