Senior Administrative Assistant

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. ​​

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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.

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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 senior leaders are free to focus on business concerns and issues. Screen incoming telephone calls 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.

Job Duties

• Composes routine correspondence ensuring accurate grammar, spelling, and business formats. Sends original and copies of correspondence to designated addressees. Maintains correspondence files.
• Makes travel arrangements for BU VP/GMs, which involves working with Corporate Travel Department to arrange transportation and lodging. Prepares and distributes travel itineraries. Arranges dining or other events for internal meetings as requested. Reviews and logs travel and entertainment forms. Tracks departmental budget expenditures. Analyzes data to record and report on budget variances.
• Organizes and schedules on-site or off-site meetings. Ensures that facilities are adequate. Arranges for food and beverages. Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls.
• Manages expense reports (i.e. prepares, submits and tracks payment) for BU VP/GMs.
• Monitors and maintains adequate quantities of office supplies for the staff. Prepares purchase requisitions when inventory levels are low. Selects office products and equipment from vendor catalogues or approved lists of standard office supplies. Monitors invoices to ensure billing charges are appropriate assigns the general ledger accounting code and submits the bills for signature.
• Organizes and maintains departmental records, confidential personnel files, and weekly business reports. Maintains logs and other records to track various departmental operations including personnel attendance and PTO records.
• Coordinates and schedules department meetings (i.e. monthly staff meetings and/or quarterly business reviews).
• Assists in creation of management presentations using Microsoft Office (PowerPoint) as needed/requested.
• Coordinates various departmental activities policies or programs to maintain effective administrative control, which involves maintaining records and logs communicating with various internal and external people. Notifies management of any problems that may arise.
• Assists in gathering documentation relating to HCP Consulting engagements.

Job Qualifications

Required:

• High school degree or equivalent required.
• Minimum ten (10) years of Administrative experience, in a fast-paced high-level corporate environment.
• Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).
• Ability to type 70+WPM.
• Proficiency using MS Explorer or similar browsers as well as software that is html based (Concur Orbitz for Business).
• Mastery of Lotus Notes and Lotus Notes calendar functionality or past experience with a similar program and the ability to master Lotus Notes is required.

 

Preferred:

• Associate in Business or Secretarial Science preferred.
• Experience with MS Access is preferred.

Why join Olympus?

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