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Sr. Administrative Assistant - Global PMO & S&PM

Olympus Medical Systems

Olympus Medical Systems

This job is no longer accepting applications

See open jobs at Olympus Medical Systems.
Westborough, MA, USA
Posted on Thursday, November 30, 2023


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

Performs a variety of administrative duties to ensure that senior leaders are free to focus on business concerns and issues. Screen incoming meeting requests, types and composes correspondence, compiles and prepares various business documents and reports, tracks budgetary expenses, makes travel arrangements, files expense reports, organizes and schedules meetings and maintains master calendar for reports to CEC, EES, COO, ExCom, and DH meetings. Prepares management presentations. Maintains effective administrative control over various departmental activities procedures or programs. Coordinates and assists on the interviewing, hiring, and onboarding process of new positions.

Job Duties

  • Composes routine correspondence ensuring accurate grammar, spelling, and business formats. Sends correspondence to designated addressees and maintains correspondence files through associated Teams and SharePoint sites.
  • Makes travel arrangements for VP, Medical Global PMO and VP, Strategy & Portfolio Management, which involves working with Corporate Travel Department to arrange transportation, lodging as well as tracking and submitting expense reports. Prepares and distributes travel itineraries. Arranges dining or other events for internal meetings as requested.
  • Organizes and schedules on-site or off-site meetings. Ensures that facilities are adequate. Arranges for food and beverages. Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls. This includes coordinating availability and functionality of equipment and systems with the support of local and global IT.
  • Manages expense reports for VP, Medical Global PMO and VP, Strategy & Portfolio Management.
  • Monitors and maintains adequate quantities of office supplies for the staff. Monitors invoices to ensure billing charges are appropriate assigns the general ledger accounting code and submits the bills for signature.
  • Organizes and maintains departmental records, confidential personnel files, and weekly business reports. Maintains logs and other records to track various departmental operations including communications to ensure personnel attendance and PTO records are being kept through Olympus systems (e.g., ADP).
  • Coordinates and schedules department meetings (i.e., bi-weekly/monthly staff meetings, quarterly business reviews, etc.).
  • Participates in and takes notes and summarizes related action plans during bi-weekly staff meetings. Drafts and delivers pre-meeting agendas.
  • Assists in creation of management presentations using Microsoft Office (PowerPoint) as needed/requested.
  • Coordinates various departmental activities policies or programs to maintain effective administrative control, which involves maintaining records and logs communicating with various internal and external people. Notifies management of any problems that may arise.
  • Assists in gathering documentation relating to HCP Consulting engagements. Includes processing of Purchase Orders and approvals through DocuSign.
  • Coordinates and assists on the hiring and onboarding process of new positions. This includes setting interviews for candidates and new hires, ordering equipment (e.g., mobile, computer, etc.) and SW requirements per associated role profiles.

Job Qualifiations


  • Minimum three years of administrative experience, ideally in an international company.
  • AS in Business or Administrative field preferred or equivalent experience and knowledge.


  • Strong written and verbal communication skills.
  • Understanding of the principles of customer service.
  • Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).

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
  • Diversity & Inclusion Programs including Colleague Affinity Networks
  • On-Site Child Daycare, Café, Fitness Center**

*US Only

**Limited locations

We care about your health and financial well-being and offer the resources you need to feel vital, confident and ready for wherever life takes you. Learn more about our benefit offerings at https://www.olympusamerica.com/careers/benefits-perks.

About us:

Our Medical business uses innovative capabilities in medical technology, therapeutic intervention, and precision manufacturing to help healthcare professionals deliver diagnostic, therapeutic, and minimally invasive procedures to improve clinical outcomes, reduce costs, and enhance the quality of life for patients and their safety.

Headquartered in Tokyo, Japan, Olympus employs more than 31,000 employees worldwide in nearly 40 countries and regions. Olympus Corporation of the Americas, a wholly owned subsidiary of Olympus Corporation, is headquartered in Center Valley, Pennsylvania, USA, and employs more than 5,200 employees throughout locations in North and South America. For more information, visit www.olympusamerica.com.

Olympus is dedicated to building a diverse, inclusive and authentic workplace

We recognize diversity in people, views and lifestyle choices and emphasize the importance of inclusion and mutual respect. We strive to continue to foster empathy and unity in the workplace so that our employees can fully contribute and thrive.

Let’s realize your potential, together.

It is the policy of Olympus to extend equal employment and advancement opportunity to all applicants and employees without regard to race, color, national origin (including language use restrictions), citizenship status, religious creed (including dress and grooming practices), age, sex (including pregnancy, childbirth, breastfeeding, medical conditions related to pregnancy, childbirth and/or breastfeeding), gender, gender identity and expression, sexual orientation, marital status, disability (physical or mental) and/or a medical condition, genetic information, ancestry, veteran status or service in the uniformed services, and any other characteristic protected by applicable federal, state or local law.

Posting Notes: || United States (US) || Massachusetts (US-MA) || Westborough ||

This job is no longer accepting applications

See open jobs at Olympus Medical Systems.