Project coordinator and administrative assistant

Workplace Flexibility: Onsite

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

This position is responsible for both administrative support duties and the coordination of projects in support of the repair site initiatives, ensuring that the site operates efficiently by maintaining effective administrative control over various department activities, procedures and programs. As project coordinator, he/she will be responsible for leading and/or facilitating repair initiatives by working with cross-functional teams for the improvement of the operation, facilitation of training, and working with various project teams and events. This position involves daily contact with site management, as well as leadership from other OSTA sites and OCA, including globally global partners within OSTE and OMSC. This position requires the ability to maintain confidentiality.

Job Duties

Administrative:

• Prepares reports after completing appropriate research and/or compiling requested data. Organizes data in a format so that information may be communicated in a manner that adds the most value to the organization.
• Assists in the creation of management presentations by using computer programs to create charts, graphs and slides as needed. Ensures Corporate standards for font size and formatting are met. Prepares copies of presentation materials for all attendees.
• Composes or drafts routine or confidential letters, or memos, ensuring accurate grammar, spelling and business format.
• Records and publishes minutes of key meetings for follow-up.
• Makes travel arrangements for managers, which involves working with Corporate Travel Department to arrange transportation and lodging. Makes arrangements for dining or other entertainment, as requested. Reviews and logs travel and entertainment forms.
• Organizes and schedules on-site or off-site meetings, including employee events. Ensures that facilities are adequate. Arranges for food and beverages. Maintains a calendar of itineraries and schedules, and coordinates business meetings and conference calls.
• 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.
• Coordinates monthly plant meetings and facilitates weekly management meetings in absence of site leader.
• Provides site facilities department administrative support as well as support facility and company safety and security related tasks and projects.

Project Coordinator:

• Serves as the Project Coordinator, which includes working with cross-functional teams for the improvement of the site operation, facilitation of training, and working with various project teams and events, including but not limited to local site departments.
• Provides support to the projects teams in facilitating discussions, tracking action items and timelines and managing agendas.
• Participate as a 5S program team lead in support of the facility-wide 5S initiatives.
• Develops internal procedures, work instructions or standard operating procedures as when needed
• Perform all other essential duties as requested or assigned.

Job Qualifications

Minimum Qualifications

• AS in Business Administration required. Equivalent related experience and knowledge maybe substituted for education.
• Minimum 5 years related experience.
• Strong written and verbal communication skills.
• Expert knowledge of Word, Excel, PowerPoint, Outlook, Visio, Oracle and/or SAP a plus.
• Take charge strong “follow-through skills”
• Ability to professionally and effectively interact with all levels and cultures of a global organization, both in person and on the phone. Must be customer focused.
• Ability to work and think independently, be ambitious and maintain a high energy level.
• Strong verbal communications skills with proficient use of tact, diplomacy, discretion and judgment while exercising confidentiality.
• Ability to prioritize and handle multiple tasks. Detailed oriented.
• Excellent organizational skills
• Well developed problem solving skills. Thorough understanding of 5S, skill mapping and other Lean or Continuous Improvement tools.
• Basic knowledge of project management and must have the ability to facilitate teams and discussions, order to adhere to meeting agenda.

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

The anticipated base pay range for this full-time position working at this location is $32.30 - $43.60 / hour, plus potential for annual bonus (subject to plan eligibility and other requirements). Olympus considers a variety of factors when determining actual compensation for this position, including level of experience, working location, and relevant education and certifications.

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

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.

Applicants with Disabilities: As a Federal Contractor, Olympus is committed to ensuring our hiring process is accessible to everyone. If you need an accommodation in order to complete the application or hiring process, please contact Olympus via email at . If your disability impairs your ability to email, you may call our HR Compliance Manager at 1-888-Olympus ).

Posting Notes: || United States (US) || California (US-CA) || San Jose || Manufacturing & Repair