What are the responsibilities and job description for the Executive Assistant position at Topcon Medical Systems, Inc.?
Overview
Based in Oakland, NJ, Topcon is a comprehensive diagnostic device manufacturer within the worldwide eye care community. It introduced the world’s first commercial back-of-the-eye Spectral Domain (SD) and Swept Source (SS) optical coherence tomography (OCT) systems, which have driven innovation in eye care.
More recently, to develop the most efficient, pragmatic and state-of-the-art solutions, Topcon formed a new strategic division, Topcon Healthcare Solutions, whose primary objective is to create world-class software solutions for the eye care industry and beyond. The company's products enable the collection and visualization of a wide range of imaging and clinical data while providing quantitative and clinical analysis capabilities.
Topcon’s software gives clinicians access to patient exam data captured from OCTs, Visual Fields, Fundus Cameras, and other Topcon and third-party devices. Topcon leverages its new data management system called Topcon Harmony, where practitioners gain access to both DICOM and non-DICOM information stored in a central, cloud-based environment. Additionally, Topcon now provides an integrated service that connects practitioners to an extensive network of reading services to assist in the management of sight-threatening eye diseases.
Responsibilities
- Uses discretionary initiative and judgment in handling sensitive and confidential details, establishing priorities and resolving problems relating to day-to-day operations and administrative details. - Serves as a liaison between executives, departments, managers and visitors as required. - Uses judgment in handling telephone calls and appointment requests for executive; routes to others as appropriate. - Schedules and maintains calendar of appointments, meetings and travel itineraries. Coordinates related arrangements. - Prepare and submit expense reports on behalf of the Executive group - Initiates routine and some non-routine correspondence and memoranda. Drafts correspondence for executive’s final approval. - Compiles, computes, summarizes and analyzes data for special reports. - Plans, organizes and prioritizes special projects. - Maintains department files, including all provider contracts and credentials. - Supports and assist Expats locally while transitioning from Headquarters - Develops strong working relationships and superior communication skills with all levels of the organization, particularly the Executive team. - Assist with Visa, Passport and other travel documents for abroad travel - Performs other administrative duties, (ie, mail sorting, mass mailings) and projects as assignedQualifications
Education & Experience: - Must have 3 + years’ experience in administrative and secretarial support at an Executive level - Possesses high level of administrative and secretarial skills and versatility in use of PCs and related office software - A strong working knowledge of Microsoft Programs - Foster/promote a positive image and professional appearance Knowledge, Skills & Abilities: - Possesses a can-do approach coupled with the ability to work autonomously and thoroughly on a wide range of confidential and time-sensitive assignments - Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner - Ability to manage multiple calendars/meetings - Japanese speaking would be beneficial but not required