Executive Administrative Assistant, Sr.

About the company

For more than a century, Olympus has dedicated itself to enhancing people's lives by delivering innovative medical technologies that promote health, safety, and fulfillment. With a global presence and a commitment to advancing healthcare, Olympus strives to set new standards in patient care and medical solutions. Headquartered in Tokyo, Japan, Olympus employs over 31,000 professionals across nearly 40 countries, including the Olympus Corporation of the Americas based in Center Valley, Pennsylvania. Olympus's core values—Patient Focus, Integrity, Innovation, Impact, and Empathy—guide its mission to improve health outcomes worldwide and make meaningful contributions to society through its products and services.

About the role

The Senior Executive Admin will serve as a vital support figure within Olympus, primarily supporting the Chief Quality Officer (CQO) and other senior leaders in the Quality and Regulatory Affairs department. This role involves managing a broad range of administrative functions to ensure the efficient operation of the Office of the CQO. The successful candidate will coordinate complex international travel arrangements, organize high-level meetings with global stakeholders—including company officers, government authorities, and clients—and prepare detailed reports and presentations. The position requires a proactive approach to communication, exceptional organizational skills, and the ability to handle sensitive information with discretion. The ideal candidate will possess a global mindset, bilingual communication skills, and experience managing international projects and schedules, contributing to Olympus's mission of elevating patient care standards worldwide.

Responsibilities

• Provide comprehensive bilingual administrative support to the CQO and leadership team, including calendar management, correspondence, and meeting coordination
• Coordinate and manage complex international travel arrangements, ensuring seamless logistics for multisite visits and executive trips
• Prepare and distribute management presentations and reports on various business topics
• Screen and prioritize incoming communications, alerting the CQO of urgent matters
• Organize and facilitate international meetings with internal and external stakeholders, including government agencies and customers
• Maintain effective communication with global headquarters, including Tokyo, EMEA, and Asia Pacific regions
• Support high-level visits and events, including detailed itinerary planning and regional collaboration
• Handle confidential information with integrity and professionalism
• Manage regional and global projects as assigned, providing guidance and support to administrative staff
• Interface professionally with Japanese business partners and vendors

Qualifications

• Associates Degree (Bachelor’s degree preferred)
• Minimum of ten (10) years of administrative experience, including experience as an executive assistant or five (5) years in project management
• Proven experience in managing international travel schedules and meetings with senior executives and global partners
• Bilingual proficiency in English and Japanese highly desirable
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Basic project management capabilities
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Understanding of customer service principles
• Ability to handle confidential and sensitive information with discretion
• Global mindset with cultural awareness and adaptability

Benefits

• Competitive salary packages with annual bonus and 401(k) plan with company match (US only)
• Comprehensive medical, dental, and vision coverage effective from the start date
• 24/7 Employee Assistance Program
• Access to live and on-demand Wellbeing Programs
• Paid vacation, sick leave, and holidays
• Paid parental leave and adoption assistance (US only)
• On-site amenities including child daycare, café, and fitness center (Center Valley, PA)
• Opportunities