Executive Assistant, HR and Special Projects

Working Location: 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 to ensure that assigned executive leaders are free to focus on business concerns and issues. Screen incoming telephone call types and composes correspondence, compiles, and prepares various business documents and reports tracks budgetary expenses, makes travel arrangements organizes and schedules meetings. Prepares management presentations. Maintains effective administrative control over various departmental activities procedures or programs. Maintains personnel attendance and other administrative records. Serves as 'back up' support for other department administrative staff as required.

Job Duties

• 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.
• Manages information requests to President and coordinates the appropriate response by reaching out to others for information needed to respond and drafting a response for review by the President.
• Drafts correspondence based upon information received from executive management.
• Transcribes word for word documentation based upon real time oral communication.
• Develops a travel profile for assigned executives and arranges travel accommodations based on preferences. Prepares submits expense reports. 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 maintains diaries calendars and is responsible for scheduling appointments.
• Drafts emails 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 create and maintain databases. Serves as a champion of communication by liaising 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 such 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 purchase orders as required and obtains the appropriate approvals. Monitors invoices to ensure that billing charges are 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. Maintains the department budget and prepares the same based upon input from appropriate constituents.
• Assists in the on-the-job training of lower-level administrative assistants. Manages special projects and other duties as may be assigned from time to time by Executive Management.
• Coordinate and manage small projects as directed.

Job Qualifications

Required:

• High school degree or equivalent r