Olympus America Inc. Administrative Assistant, OCI in Richmond Hill, Ontario

Job Duties::

A typical day for you will include:

  • 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.

  • Transcribing word for word documentation based upon real time oral communication for executive management.

  • Arranging travel accommodations and prepares as well as submits expenses by utilizing software applications such as Concur for executive management.

  • Responding to and screening incoming phone calls and directs callers as appropriate for President & CEO, and department heads of Finance and the Medical Group.

  • Taking and relaying messages and appropriately escalates calls to the appropriate personnel.

  • Arranging major meetings, for executive team meetings, interviews etc.

  • Organizing and maintaining diaries calendars and is responsible for scheduling appointments for assigned executive management.

  • Drafting emails as instructed for review by management.

  • Ensuring that the appropriate levels of confidentiality are maintained.

  • Responding to inquiries directly where appropriate.

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

  • Using MS Access and or other similar programs to create and maintain databases.

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

  • Managing 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.

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

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

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

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

  • Attending meetings as assigned and serves as the note taker.

  • Compiling appropriate minutes and summation of action items.

  • Organizing and distributing incoming and outgoing mail.

  • Organizing and scheduling on site and off site meetings and ensures that facilities are appropriate.

  • Arranging for food and beverage service where required, and is responsible for coordinating and maintaining itineraries.

  • Filling in for reception responsibilities when resources are needed.

  • Managing special projects and other duties as may be assigned from time to time by Executive Management.

  • Performing all other essential duties as assigned.

Job Requirements::

REQUIRED QUALIFICATIONS:

  • High School Degree or equivalent is required; Associate's Degree in Business or Secretarial Science preferred or equivalent experience and knowledge.

  • Minimum of 3 years of administrative assistant experience in a fast paced, corporate environment in support of executive management required.

PREFERRED QUALIFICATIONS:

  • Proficiency in MS Word, Excel, Access, and Powerpoint.

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

  • Ability to accurately transcribe oral communications and take dictation.

  • Mastery of Lotus Notes and Lotus Notes calendar, or similar application, functionality is required.

  • Ability to be trusted with highly confidential information.

  • Excellent oral and written communication skills.

  • Demonstrated strength in professional business writing.

  • Understands and follows established processes and controls while making constructive suggestions for continuous improvement.

  • Ability to train staff relative to processes and controls.

  • Skilled at inventory control and cost management.

  • Ability to critically review documentation for accuracy and completeness.

  • Adept at listening to broad concepts and distilling them into concrete action items.

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

We realize work isn’t just a job to you.

It’s a big part of your life, but not the only part. That’s why we offer competitive salaries, annual bonus program and comprehensive medical benefits, as well as tuition reimbursement, flexible schedules, parental and adoption leave, on-site services and Colleague Affinity Networks — so you can be ready for where life can take you.

About Us:

At Olympus, we put a lot of good back into the world, and what we do really matters. We are committed to making people’s lives healthier, safer and more fulfilling every day by crafting innovative optical and digital solutions in medical technologies, microscopy, industrial solutions, cameras, and audio recorders.

We view our relationship with and commitment to our employees with the same passion. Everything we do at Olympus is a reflection of our vision, and everyone here helps to make it a reality. We’re invested in our employees, great ideas, and how they impact the communities around us. We see the world through multiple lenses and come together to find the right answers; the best solutions.

THAT’S OLYMPUS.

TRUE TO YOU. TRUE TO SOCIETY. TRUE TO LIFE.

Olympus Canada

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

Job Description:

Are you looking for a company that cares about people’s lives and health, including yours? At Olympus, we help make people’s lives healthier, safer and more fulfilling, every day. We’re currently looking for an Administrative Assistant to join us in our Richmond Hill, ON office.

Let’s inspire healthier lives, together.

The Administrative Assistant 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 screening incoming telephone calls, typing and composing correspondence, making travel arrangements, organizing and scheduling meetings. He/She prepares management presentations.

Company URL:

Olympus Canada at http://www.olympuscanada.com/

Posting Title:

Administrative Assistant, OCI

Posting Locations:

Ontario, Richmond Hill

Work Location:

Richmond Hill

Job Family:

General Admin

Auto req ID:

3892BR

3892BR

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.