Rapiscan Systems is hiring: Executive Assistant in Billerica

Overview

Executive Assistant, based out of Billerica, MA Rapiscan Systems, an OSI Systems Company, is seeking an executive assistant to support executive officers and the management team at Rapiscan Systems. Rapiscan Systems designs, manufactures and markets security and inspection systems worldwide. Our products are used to inspect baggage, cargo, people, vehicles and other objects for weapons, explosives and other contraband. They are deployed in airports, border crossings, railway stations, seaports and terminals, government and military installations, and nuclear facilities.

Responsibilities include calendar management, document management, travel planning, meeting preparation, maintaining files, and general office support. The role requires excellent organizational skills, meticulous attention to detail, and strong written and verbal communication skills. The position requires in-depth knowledge of company operations, policies, and procedures and handles highly confidential information. It involves collecting and preparing information for discussions/meetings of executive staff and outside individuals, preparing presentation materials for board of directors, and high-level communication with internal and external contacts. The role exercises judgment within generally defined practices and policies when selecting methods and techniques for obtaining solutions.

Responsibilities

• Performs complex administrative duties, involving contact with and exposure to highly confidential materials and information.
• Ensures that appointments are timely and accurately scheduled, maintains Outlook calendar, and coordinates meetings including attendee confirmations.
• Assists with meeting management, including agenda creation and minutes, key decisions and follow-up actions.
• Coordinates complex domestic and international travel, including visas, immunizations, local transportation, dinners with clients, and expense report preparation.
• Cultural awareness when planning customer visits, mindful of international holidays when planning events.
• Gathers understanding of key high-level customers and handles inquiries with a calm, professional presence, directing to the appropriate department or contact.
• Organizes offsite meetings, team meetings, customer visits and other events.
• Drafts correspondence and documents on behalf of the EVP, Security Service, and proofs to ensure clear, error-free communication.
• Manages and maintains the business units customer contact lists for communications and campaigns.
• Uses professional phone etiquette, takes accurate messages, routes messages promptly, and maintains phone coverage.
• Responds to information requests from internal employees and external vendors in a timely manner.
• Coordinates with other Executive Assistants to drive alignment and consistency across offices/locations.
• Develops, maintains, and communicates business unit processes and procedures.
• Assists with internal, customer, supplier or distributor visits among OSI or Rapiscan facilities.
• Manages office supplies for the business unit.
• Upholds the companys core values of Integrity, Innovation, Accountability, and Teamwork and adheres to the Code of Ethics and Conduct.
• Reports quality problems or defects to management for corrective action and prevention of recurrence.
• Duties may be modified or assigned as needed to meet business needs.

Qualifications

• Bachelors degree preferred; years of experience may substitute for degree.
• 5+ years of related experience supporting executives.
• Ability to work independently and handle confidential matters.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to multi-task and prioritize in a fast-paced environment.
• Highly organized and detail oriented.
• Ability to work independently as well as in a team environment.
• Experience in a global business environment.
• Familiarity with corporate compliance and reporting structures.
• Ability to anticipate needs and proactively solve problems.

Benefits

Please review our benefits here: Life at OSI

The specific programs and options available may vary by geographic location and date of hire. Salaries are based upon candidate experience and qualifications, as well as market and business considerations.

Notice to Agencies

OSI Systems, Inc. and its subsidiaries do not accept unsolicited resumes from recruiters or employment agencies. If any person or entity, including a recruiter or agency, submits any information, including any resume or information regarding any potential candidate, without a signed agreement in place with OSI, OSI explicitly reserves the right to use such information, and pursue and/or hire such candidates, without any financial obligation to the person, recruiter or agency. Any unsolicited information or resumes, including those submitted directly to hiring managers, are considered and deemed to be the property of OSI.

Job details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative, Project Management, and Strategy/Planning
• Industries: Manufacturing, Appliances, Electrical, and Electronics Manufacturing, and Electrical Equipment Manufacturing

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