Job Description

Performs a variety of administrative duties to ensure that assigned executive leadership is free to focus on the needs of the business. This will include but not be limited to composing correspondence, making travel arrangements, organizing and scheduling meetings and events, prepares management presentations, and other site level duties as required. Serves as back up support for other senior executives in OSTA when needed.

Job Duties

Compose and prepare correspondence, presentations, reports, spreadsheets, organization charts and other complex and sometimes confidential documents, using Microsoft Word, Excel, and PowerPoint. Manages information requests to Executives and coordinates the appropriate response, drafting a response for review by the Executives. Responds to and screens incoming questions and responds or redirects as appropriate. Relays messages and escalates as appropriate. Develops and maintains a travel profile for assigned executives and arranges travel accommodations as requested. Prepares and submits expense reports. Organizes and maintains calendars and is responsible for scheduling appointments for direct Manager. Understands how to manage data files by setting up appropriate directories and appropriately filing documentation in an organized manner. Serves as a champion of communication by liaising with internal and external contacts in a professional manner. Manages administrative processes and ensures that staff members are aware of all necessary process steps that must be completed prior to submission e.g. travel approval timesheets expense reports. Ensures that there is an adequate supply of appropriate office supplies and equipment, replenish as needed per process and approvals required. Serves as a liaison between departments so that employees have the appropriate communication. Prepares purchase orders as required, ensures invoices, receipts and other Company expenses are submitted promptly and accurately per Olympus policies and process. Ensure expense are charged to appropriate cost centers. Attends meetings as assigned and serves as note taker. Prepares minutes with assigned actions as follow up and distributes. Organizes and schedules onsite and offsite meetings and ensures that facilities are appropriate. Arranges for food beverage service as required and is responsible for coordinating maintaining itineraries. Maintains the department budget and prepares the same based upon input from appropriate constituents Interacts regularly with Corporate Communication and Employee Experience team. Act as Site Rep, leading employee engagement initiatives and volunteer and social events. Creates and maintains a calendar of events and budget for the site. Manages special projects. Ensures that the appropriate levels of confidentiality is maintained. Other duties as assigned.

Job Qualifications

Required:

High School diploma or equivalent required. Associate’s degree in Business Administration preferred. Minimum 7+ years of administrative assistant experience in a fast paced environment. Manufacturing environment a plus.

Preferred:

Excellent verbal and written communication skills. Ability to interactive positively and efficiently with all levels and across multi-sites. Excellent attention to detail and strong problem-solving skills. Proven ability to prioritize, multi-task and adapt to changing priorities or circumstances. Ability to work independently aw well as collaborate with teams. Ability to use discretion and maintain confidentiality. Proficient in MS Word, Powerpoint, Word, Excel, Oracle and SAP.