Executive Administrative Assistant

About The Company

For more than a century, Olympus has been dedicated to enhancing people's lives by developing innovative medical technologies that promote health, safety, and fulfillment. Headquartered in Tokyo, Japan, Olympus employs over 31,000 professionals worldwide across nearly 40 countries and regions. Its subsidiary, Olympus Corporation of the Americas, located in Center Valley, Pennsylvania, serves as a hub for advancing healthcare solutions across North and South America, with a dedicated team of more than 5,200 employees. Olympus's core mission is to improve patient outcomes through early detection, diagnosis, and minimally invasive treatment, thereby elevating the standard of care globally. The company's long-standing commitment to societal contribution is reflected in its continuous pursuit of products and services that deliver optimal results for healthcare providers and patients alike. Olympus fosters a culture rooted in its five core values: Patient Focus, Integrity, Innovation, Impact, and Empathy, which guide its efforts to make meaningful contributions to society and the healthcare industry.

About The Role

The Executive Administrative Assistant at Olympus plays a vital role in supporting senior business leaders, including Business Unit Vice Presidents and other executive personnel. This position is responsible for managing a wide range of administrative functions to enable leaders to focus on strategic initiatives and operational priorities. The role involves calendar management, travel coordination, correspondence drafting, meeting organization, and presentation preparation. The Assistant acts as a key liaison within the organization, ensuring seamless communication and efficient workflow. Additionally, the role requires handling confidential information with discretion, managing administrative processes such as expense reporting, supply ordering, and coordinating logistics for meetings and events. The position offers flexibility with a remote work environment, with the opportunity to work on-site in Center Valley, Pennsylvania, as needed. The successful candidate will demonstrate strong organizational skills, proficiency in Microsoft Office Suite, and the ability to multitask effectively in a fast-paced corporate setting.

Responsibilities

• Manage calendars, schedules, and appointments for senior leaders, ensuring optimal time utilization.
• Coordinate domestic and international travel arrangements, including accommodations and expense reporting via software like Concur.
• Draft, review, and distribute correspondence, reports, presentations, and other documents using MS Word, PowerPoint, and Excel.
• Prepare PowerPoint presentations for meetings and executive briefings.
• Respond to incoming calls, screen messages, and direct inquiries to appropriate personnel.
• Organize and coordinate meetings, including logistics, facilities, catering, and itineraries.
• Serve as a backup support for other administrative staff when needed.
• Maintain organized data files, databases, and filing systems, utilizing MS Access and other tools.
• Monitor and manage administrative processes such as expense reports, timesheets, and procurement of supplies.
• Act as a liaison between internal departments and external contacts, ensuring effective communication.
• Attend meetings as a note-taker, compile minutes, and track action items for follow-up.
• Manage incoming and outgoing mail and documentation distribution.
• Order office supplies and equipment, ensuring proper inventory levels and vendor management.
• Coordinate with IT and facilities teams to ensure communication devices and office amenities are operational.
• Support special projects and additional duties assigned by management to enhance operational efficiency.

Qualifications

• High school diploma or equivalent required; Associate's degree in Business or Secretarial Science preferred.
• Minimum of five (5) years of experience as an administrative assistant in a high-paced corporate environment.
• Proficiency in MS Word, Excel, and PowerPoint.
• Ability to type 70+ WPM.
• Experience with MS Access and familiarity with HTML-based software such as Concur or Orbitz for Business is preferred.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to handle sensitive information with confidentiality and professionalism.
• Proficiency in using browsers and software applications for data management and correspondence.

Benefits

• Competitive salary packages with annual bonuses and 401(k) plan with company matching.
• Comprehensive medical, dental, and vision coverage effective from the start date.
• 24/7 Employee Assistance Program supporting personal and professional well-being.
• Free access to live and on-demand Wellbeing Programs.
• Generous paid vacation and sick leave policies.
• Paid parental leave and adoption assistance programs.
• Paid holidays, including 12 designated days annually.
• On-site amenities such as childcare, café, and fitness center (Center Valley, PA).
• Opportunities for professional development through training, educational assistance, and resource programs.
• Flexible work arrangements including onsite, hybrid, and remote work options.
• Paid volunteering and charitable donation/match programs to support community engagement.