Job Vacancy Senior Assistant, Executive Admin R&D PDD Olympus

Job title: Senior Assistant, Executive Admin R&D PDD

Company: Olympus

Job description: Working Location: MASSACHUSETTS, WESTBOROUGH

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.

Let’s inspire healthier lives, together.

Job Description

This is a Senior Executive Administrative Assistant role that will support Global Head of Therapeutics Solutions Division (TSD) Systems Development Leader and Global TSD Product Development Domain leadership team.

This position performs a variety of administrative duties to ensure that the Global TSD R&Ds are able to operate efficiently and free to focus on technology development and business critical priorities. This role will also be required maintain critical Research & Development database that will support and drive training and efficiency of Global R&D engineering teams.

This role will provide administrative support to the following individuals: Global Head of TSD R&D and Global TSD PDD leadership team.

Job Duties

  • Optimizes calendar management for the Global TSD R&D group including travel and meetings. Screens and prioritizes incoming calendar events for the Global TSD R&D leader. Properly schedules, plans, coordinates and executes various types of Global and Local meetings and events from small meetings to large-scale complex events.
  • Makes travel arrangements for domestic and more complex international travel by coordinating with administrative support in other locations for meeting bookings, logistics, etc.
  • Prepares reports on a variety of R&D topics and presentations as required, including monthly Global TSD R&D/PDD dashboard metrics and meeting agendas.
  • Works closely with the Global TSD PDD group to prepare presentations and communication materials to the TSD Product Development teams.
  • Coordinates and administers TSD PDD activities, policies and programs.
  • Supports the interview process and onboarding for new hires in TSD PDD. Composes routine and confidential business correspondence.
  • Generate Purchase Requisition for the Department and develop the knowledge on the process to follow and key points of contact in procurement and accounts payable.
  • Enters and tracks budgetary expenses including the generation and tracking of Purchase Requisitions.
  • Coordinates Global TSD PDD and R&D meetings with Physician Advisory Boards and clinical procedural trainings for R&D staff.
  • Makes travel arrangements and subsequently files expense reports for Global Head of TSD R&D.
  • Supports TSD PDD executives and visitors to Olympus campuses which involves working directly with service provider and at times with Corporate Travel Department to arrange transportation and lodging. Prepares and distributes travel itineraries.
  • Reviews and sends TSD R&D routine broadcast messages ensuring each is accurate and sent to the accurate distribution list.
  • Prepares reports for TSD R&D updates and priority measure monthly reports.
  • Coordinates Regional & Global Meetings and Events for the department.
  • Develop expertise in policies related event planning, indirect spend and travel policies
  • Act as a liaison on behalf of Sr. Leadership and ITS to arrange for communications devices e.g. voice conference, video conference, cell phones, e-mail iPads, etc. to ensure successful onboarding and business continuity.
  • Coordinates clinical training opportunities for the Global TSD R&D staff as well as works with the R&D and Marketing teams to create a global onboarding clinical training database for TSD R&D.
  • Works with the Global TSD R&D management to create an onboarding training curriculum for R&D Engineers to gain procedural insights into existing and new TSD therapies.
  • Creates and maintains the Global TSD R&D Strategic Business Planning (SBP) technology roadmap database and works with the Global PDD leaders to ensure this database is maintained.

Job Requirements


  • Bachelor’s Degree or Associate Degree with commensurate experience.
  • Minimum of 8 – 9 years senior level administrative support in a matrixed environment, including experience in an executive area.


  • Computer Proficiency e.g. Office 365, MS Office Suite (Outlook, PowerPoint, Excel, Word, SharePoint, Teams, etc.), WebEx, Internet, SAP, JDE, Concur.
  • Web based applications such as SharePoint/Smart Sheet a plus.
  • Prior experience in database management a plus.
  • Fluency in one or more of the following languages a plus: Japanese, German, French.


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, a robust 401(k) program, 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.

Olympus requires all new hires to be “fully vaccinated” against COVID-19, as defined by the Centers for Disease Control and Prevention (CDC), on or before their first day of work. Individuals who have been offered employment who have a disability, medical condition, or sincerely-held religious belief that prevents them from being vaccinated against COVID-19 are required to request and be granted a reasonable accommodation prior to their first day of work.

Olympus is passionate about the solutions it creates for the medical, life sciences, and industrial equipment industries, as well as cameras and audio products. For more than 100 years, Olympus has focused on making people’s lives healthier, safer and more fulfilling by helping detect, prevent, and treat disease, furthering scientific research, ensuring public safety, and capturing images of the world.

Olympus’ 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 overall costs, and enhance the quality of life for patients. Olympus’ Medical portfolio includes endoscopes, laparoscopes, and video imaging systems, as well as surgical energy devices, system integration solutions, medical services, and a wide range of endotherapy instruments for endoscopic and therapeutic applications. For more information, visit .

Olympus…True To You. True To Society. True To LIFE.

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 ||

Expected salary:

Location: Westborough, MA

Job date: Wed, 17 Aug 2022 22:20:15 GMT

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