Executive Assistant at AS&E

Rapiscan, an OSI Systems Company is seeking an

Executive Assistant, based out of Billerica, MA.

Rapiscan Systems, an OSI Systems, Inc. company, 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, drugs and other contraband. Rapiscan Systems security and inspection devices can be found in a wide range of locations such as airports, border crossings, railway stations, seaports and terminals, government and military installations, and nuclear facilities.

Responsible for providing primary administrative and organizational support executive officers and their management team at Rapiscan Systems. Duties will include calendar management, document management, account tracking, travel planning, preparing documents for meetings, maintaining files and general office support. This position requires excellent organizational skills, meticulous attention to detail, and strong written and verbal communication skills. Requires in-depth knowledge of company operations, policies, and procedures. Handles details of a highly confidential and critical nature. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Prepares presentation materials for board of director meetings. Makes high level contacts of a sensitive nature inside and outside the company. Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

• Performs complex administrative duties, involving contact with and exposure to highly confidential materials and information.
• Ensures that all appointments are timely and accurately scheduled, maintains Outlook calendar accurately, manages decision making on scheduling of appointments, manages and coordinates meetings utilizing meeting planning skills (including confirming attendees in advance.)
• Assists with meeting management, including but not limited to the creation of the agenda, and participation in meetings, as needed, to capture minutes, key decisions, and follow-up actions.
• Coordinate complex domestic and often multi-country, international travel accommodations, including management of visas, immunizations, local transportation requirements, dinners with clients, etc., as well as expense report preparation.
• Cultural awareness, particularly when planning customer visits, mindfulness of international holidays when planning events, meeting management, etc.
• Gains an understanding of key, high-level customers, and have the ability to handle customer inquiries with a calm, professional presence and ensure they are directed to the appropriate department or individual contact
• Organizes offsite meetings, team meetings, customer visits and other events.
• Demonstrates ability to draft correspondence / documents on behalf of the EVP, Security Service and proofs work to ascertain communication is clear in tone and error free.
• Manages and maintains the business unit’s customer contact lists for communications, campaigns, etc.
• Utilizes professional phone etiquette, accurate and detailed message taking techniques, timely routing of all messages, and organization of phone coverage.
• Responds to requests for information from internal employees and external vendors in a timely manner.
• Manages & tracks Global Security updates (NewsFlash, training reminders, etc.)
• Coordinates with other Executive Assistants helping to drive alignment and consistency of communication/approach across offices/locations.
• Develops, maintains, and communicates business unit processes and procedures.
• Assists with internal, customer, supplier or distributor visits amongst the OSI or Rapiscan facilities
• Coordination and management of office supplies for the business unit.
• Uphold the company’s core values of Integrity, Innovation, Accountability, and Teamwork.
• Demonstrate behavior consistent with the company’s Code of Ethics and Conduct. 
• It is the responsibility of every employee to report to their manager or a member of senior management any quality problems or defects in order for corrective action to be implemented and to avoid recurrence of the problem.
• Duties may be modified or assigned at any time to meet the needs of the business.

• Bachelor’s Degree desired. Years of experience may be substituted in lieu of degree.
• 5+ year’s related experience supporting Executives and Presidents.
• Demonstrated ability to work independently and work with confidential matters.
• Highly Proficient computer skills using Microsoft Office Suite of applications including Word, Excel, and 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

Please review our benefits here: Life at OSI

The specific programs and options available to any given employee may vary depending on eligibility factors such as geographic location and date of hire. Please note that the salary information shown above is a general guideline only. Salaries are based upon candidate experience and qualifications, as well as market and business considerations.

NOTICE TO THIRD PARTY AGENCIES

OSI Systems, Inc. and its subsidiaries (collectively “OSI”) does 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.

Equal Opportunity Employer - Disability and Veteran

Know Your Rights

Poster Link:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf 

OSI Systems, Inc. has three operating divisions: (a) Security, providing security and inspection systems, turnkey security screening solutions and related services; (b) Healthcare, providing patient monitoring, diagnostic cardiology and anesthesia systems; and (c) Optoelectronics and Manufacturing, providing specialized electronic components and electronic manufacturing services for original equipment manufacturers with applications in the defense, aerospace, medical and industrial markets, among others.