Executive Administrative Assistant

Olympus Corporation of the Americas•Upper Saucon, PA

1d•Hybrid

About The Position

Performs a variety of administrative, coordination and planning duties to fully support VP Human Resources and HR leadership team. 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. Coordination of budget information, requesting purchase orders and processing vendor invoices for payment. Will serve as back up for other HR specialist roles/tasks.

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.

Responsibilities

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 on boarding 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. These meetings and events may range from vendor meetings to internal HR team recognition events.
Manages special projects and other duties as may be assigned from time to time by HR Leadership.