Olympus America Inc. Sr. Administrative Assistant in Southborough, Massachusetts

Job Description

Southborough, MA - The Administrative Assistant performs a variety of administrative duties to ensure that assigned leader(s)/department(s) are free to focus on the needs of the business. This will include, but not be limited to screening incoming telephone calls, typing and composing correspondence, making travel arrangements, organizing and scheduling meetings. Prepares management presentations. Serves as "back up" support for other leaders as required.

Olympus embraces diversity and inclusion. As an Equal Opportunity Employer, our policies as well as our values prohibit unlawful discrimination based on an employee's or applicant's race, color, sex, age, physical or mental disability, national origin, religion, sexual orientation, gender identity and/or expression, marital status, genetic information, ancestry, military or veteran status, or any other federal, state or local protected classification. EOE Minorities/Females/Veterans/Disabled

At Olympus, we are True to You!

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.

  • Circulate presentation materials and other documents for meeting attendees as appropriate.

  • Arrange travel/accommodations and prepare/submit expense by utilizing software applications such as "Concur".

  • Respond to and screen incoming phone calls and direct callers as appropriate.

  • Take and relay messages and appropriately escalate calls to the appropriate personnel.

  • Organize and maintain diaries/calendars/schedules and is responsible for scheduling appointments.

  • Draft emails and other documentation as instructed for review by management.

  • Ensure that the appropriate levels of confidentiality are maintained.

  • Respond to inquiries directly where appropriate.

  • Understand how to manage data files by setting up appropriate directories and appropriately filing documentation in an organized manner.

  • Use MS Access and/or other similar programs to maintain databases.

  • Serve as a champion of communication by liaising with internal and external contacts in a professional manner.

  • Manage administrative processes and ensure that staff members are aware of all necessary process steps that must be completed prior to submission e.g. travel approval, timesheets, expense reports.

  • Ensure that there is an adequate supply of appropriate office supplies and equipment.

  • Order such supplies following established processes and by utilizing approved vendors.

  • Liaise between department and ITS so that employees have the appropriate communication devices/tools.

  • Prepare purchase orders as required and obtains the appropriate approvals.

  • Monitor invoices to ensure that billing charges are appropriate and that all required information is present so that payment may be processed.

  • Attend meetings as assigned and serve as the note taker.

  • Compile appropriate minutes and summation of action items.

  • Organize and distribute incoming and outgoing mail.

  • Distribute documentation as appropriate.

  • Organize and schedule on site and off site meetings and ensure that facilities are appropriate.

  • Arrange for food/beverage service where required, and maintains responsbility for coordinating/maintaining itineraries.

  • Manage special projects and other duties as may be assigned from time to time by management.

  • Perform all other essential duties as required.

Job Requirements:

(ONLY QUALIFIED CANDIDATES WILL BE CONSIDERED)

  • High school degree or equivalent is required.

  • AS in Business or Secretarial Science is required or equivalent experience and knowledge.

  • Minimum of 5 years of administrative assistant experience in a fast paced, high-level corporate environment is desired.

  • Proficiency in MS Word, Excel, and PowerPoint is essential.

  • Must have an ability to type 70+WPM.

  • Experience with MS Access is desired.

  • Proficiency using MS Explorer or similar browsers as well as software that is html based (Concur, Orbitz for Business) is necessary.

  • Mastery of Lotus Notes and Lotus Notes calendar functionality or past experience with a similar program and the ability to master Lotus Notes is desired.

  • Must have an ability to be trusted with highly confidential information.

  • Demonstrated strength in professional business writing is essential.

  • Must have excellent oral communication skills.

  • Prior experience managing projects is highly necessary.

  • Must understand and follow established processes and controls while making constructive suggestions for continuous improvement.

  • Must have an ability to train staff relative to processes and controls.

  • Must be skilled at inventory control and cost management.

  • Must have an ability to critically review documentation for accuracy and completeness.

  • Must be adept at listening to broad concepts and distilling them into concrete action items.

  • Must have an ability to accurately capture important items so that a complete record is created (e.g. capturing accurate meeting minutes).

  • Comfortable working with vendors, researching facilities, and making appropriate arrangements is essential.

  • Excellent organizational skills are essential, with attention to detail and the ability to multi-task.

Auto req ID 2880BR

Posting Title Sr. Administrative Assistant

Company URL Olympus America Inc at http://www.olympusamerica.com/

About Us Olympus America, Inc. with headquarters in Center Valley, PA is a precision technology leader, creating innovative opto-digital solutions in health care and life science products throughout North America. Olympus works collaboratively with its customers and its affiliates worldwide to leverage R&D investment in precision technology and manufacturing processes across diverse business lines. These include: gastrointestinal endoscopes, accessories, and minimally invasive surgical products; advanced clinical and research microscopes. Olympus America Inc at http://www.olympusamerica.com/

Posting Locations Massachusetts, Southborough

Olympus is an Equal Opportunity Employer, and our policies prohibit unlawful discrimination based on an employee's or applicant's race, color, sex, age, physical or mental disability, national origin, religion, sexual orientation, gender identity and/or expression, marital status, genetic information, ancestry, military or veteran status, or any other federal, state or local protected classification.