Executive & Planning Support Assistant

Working Location: PENNSYLVANIA, CENTER VALLEY 

Workplace Flexibility: Hybrid

Are you looking for a company that cares about people’s lives and health, including yours? Let’s inspire healthier lives, together.

 

Olympus, a leading medical technology company, has focused on making people’s lives better for over 100 years.

Our Purpose is to make people’s lives healthier, safer, and more fulfilling.

 

Our Core Values are reflected in all we do: Integrity – Empathy – Agility – Unity – Long-Term View

 

We deliver on our purpose and our core values by staying True to Life.

Job Description

This hybrid position will have dual responsibilities to both the General Counsel, OCA and to the Associate General Counsel, Litigation within the OCA Legal Department. The individual will spend approximately 60% of their time working in an Administrative Assistant capacity supporting the Legal Department. The individual will spend 40% of their time in a project and strategic capacity supporting Legal Department initiatives, operations activities, and projects.  Administrative Assistant responsibilities include but are not limited to composing correspondence, making travel arrangements organizing and scheduling meetings and preparing management presentations. Planning responsibilities include: optimizing departmental processes; developing and implementing key performance indicators (KPIs); development of policies and procedures, and other projects as assigned.

Job Duties

• Administrative Assistant Responsibilities:
  • Draft and produce correspondence, presentations, reports, spreadsheets, organization charts, and other similar documents through Microsoft Word Excel and PowerPoint.
  • Draft emails as instructed for review by management.
  • Ensure that the appropriate levels of confidentiality are maintained.
  • Organize and maintain calendar for General Counsel, OCA.
  • Respond to inquiries directly where appropriate. 
• Arrange travel accommodations and prepare and submit expenses by utilizing software applications such as Concur.
• Utilize Legal Tracker and billing software to process invoices and work with internal and external attorneys re billing matters.
• Serves as a liaison between department and ITS so that employees have the appropriate communication devices tools.
• Attend meetings as assigned and serves as the note taker. Compile appropriate minutes and summation of action items. 
• Organize and schedule on site and off-site meetings and ensures that facilities are appropriate. Arrange for food beverage service where required and coordinate itineraries. 
• Planning and Support Responsibilities: 
  • Actively participate in regional legal operations initiatives aimed at optimizing departmental processes, including workflow automation, vendor management, and cost-saving measures.
  • Assist in the development and implementation of key performance indicators (KPIs) to track departmental efficiency and effectiveness
  • Contribute to the development and maintenance of legal department policies, procedures, and best practices.
  • Manage special projects and other duties as may be assigned from time to time by management.

Job Qualifications

Required:

• Associate’s degree or paralegal certification required.  Bachelor’s degree preferred.
• Previous experience providing administrative support in a highly matrixed corporate, global, and/or legal environment is highly desirable.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

 

Preferred:

• Familiarity with legal terminology, processes, and documentation preferred.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated initiative, adaptability, and willingness to learn.
• Previous experience or knowledge of legal operations concepts and methodologies is a plus.

Why join Olympus?

Here, people matter—our health, our happiness, and our lives.

• Competitive salaries, annual bonus and 401(k)* with company match
• Comprehensive Medical, Dental, Visions coverage effective on start date
• 24/7 Employee Assistance Program
• Free virtual live and on-demand wellness classes
• Work-life balance supportive culture with hybrid and remote roles
• 12 Paid Holidays
• Educational Assistance
• Parental Leave and Adoption Assistance
• Volunteering and charitable donation match programs