Executive Administrative Assistant
Olympus Corporation of the Americas
full-time
Posted on:
Location Type: Hybrid
Location: Center Valley • Pennsylvania • United States
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About the role
- Performs a variety of administrative, coordination and planning duties to fully support VP Human Resources and HR leadership team
- Screening incoming telephone calls, typing and composing correspondence, making travel arrangements, organizing and scheduling meetings
- Prepares management presentations
- Coordination of budget information, requesting purchase orders and processing vendor invoices for payment
- Will serve as back up for other HR specialist roles/tasks
- Drafts and produces correspondence, presentations, reports, spreadsheets, organization charts, and other similar documents utilizing current office tools
- Coordinates the collection of budget information and creates a consolidated excel workbook for fiscal year budget and will revise for periodic budget updates
- Monitors monthly budget variance reports and accruals and communicates and coordinates with budget owners
- Prepares purchase orders as required, obtains the appropriate approvals
- Monitors invoices to ensure that billing charges are appropriate and all required information is present so that payment may be processed
- Organizes and maintains diaries and calendars and is responsible for scheduling appointments and recurring staff meetings
- Schedules topics and presenters for meetings
- Arranges travel accommodations and prepares/submits expenses by utilizing software applications
- Responds to and screens incoming phone calls and directs callers as appropriate
- Coordinates HR office space with facilities, coordinates aspects of onboarding for HR employees such as acquiring laptop, phone, badge access steps and systems access
- Provides training on systems as needed
- Attends meetings as assigned and serves as the note taker and provides relevant updates
- Compiles appropriate minutes and summation of action items
- Organizes and schedules meetings and events for the HR team
- Ensures that facilities are appropriate
- Arranges for food beverage service where required and is responsible for coordinating and maintaining itineraries
- Manages special projects and other duties as may be assigned from time to time by HR Leadership
Requirements
- High school degree or equivalent required
- AS in Business or Secretarial Science preferred or equivalent experience and knowledge
- Minimum of seven (7) years of administrative assistant experience in a fast paced, high level corporate environment in support of executive management
- Communicating verbally and writing must be a strength
- Proficiency in MS Word, Excel (formula experience required), , and PowerPoint and Outlook, Teams, DocuSign, SuccessFactors
- Ability to type 70+WPM
- Bookkeeping, budgeting and expense management experience strongly preferred
- Ability to be trusted with highly confidential information a must
- Understands and follows established processes and controls while making constructive suggestions for continuous improvement
- Ability to train staff relative to processes and systems
- 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
- Excellent attention to detail and the ability to multi task
- Prior project management experience with a proven track record for success is highly preferred
- Ability to work extended hours as needed, occasionally
Benefits
- Competitive salaries, annual bonus and 401(k)* with company match
- Comprehensive medical, dental, vision coverage effective on start date
- 24/7 Employee Assistance Program
- Free live and on-demand Wellbeing Programs
- Generous Paid Vacation and Sick Time
- Paid Parental Leave and Adoption Assistance*
- 12 Paid Holidays
- On-Site Child Daycare, Café, Fitness Center**
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative supportbudgetingexpense managementbookkeepingproject managementtyping 70+ WPMcreating presentationsdrafting correspondencedata entrymeeting minutes
Soft Skills
communicationattention to detailmulti-taskingconfidentialityorganizational skillstrainingconstructive suggestionscoordinationtime managementproblem-solving
Certifications
High school degreeAS in BusinessSecretarial Science