Executive Administrative Assistant

Join our innovative team at Coherent Corp., a global leader at the forefront of optical technology and solutions. We are seeking a dynamic and detail-oriented Executive Assistant to support our Chief People Officer (CPO) and broad administrative support for our People team in driving transformative initiatives that empower our people and shape the future of our organization.

This dynamic position requires excellent organizational skills, attention to detail, critical thinking skills, and the ability to thrive in a fast-paced environment with a high degree of confidentiality due to sensitive proprietary information. The successful candidate will have a can-do attitude and flexibility to the work environment and demonstrate the ability to work with professionalism and courtesy with all levels of employees, management, partners and external contacts.

Primary Duties & Responsibilities

• Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks.
• Create and edit agendas, reports, and other documents to support organizational objectives.
• Capture meeting minutes, action items and follow up with assignees to completion.
• Coordinate travel arrangements, manage and reconcile expense reports and maintain organizational charts and email distribution lists.
• Plan offsite meetings, and other departmental events.
• Manage equipment, software, and office issues, and maintain department communications and materials.
• Onboard new suppliers, creates purchase orders and reconcile invoices.
• Highly proactive, takes ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately.
• Trustworthy with demonstrated ability to exhibit a high degree of confidentiality and integrity and exercise excellent judgment at all times.
• Ability to tame organized chaos and juggle multiple deliverables while remaining calm and composed.
• Advanced Outlook calendar management; expert level knowledge of Windows desktop computer applications, Microsoft Office 365, Concur.
• Generates reports and participates in special projects. Knowledge of HR systems is desired.
• Strong organization, project management and problem-solving skills.
• Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment with limited supervision.
• Ability to take on new challenges, to learn and grow.
• Ability to identify business issues and coordinate an appropriate response with key stakeholders.
• Support various leaders on ad hoc projects.
• 5-10 years working at the Executive Assistant level; experience supporting C-level executives preferred.

Education & Experience

• Minimum 5-10 yr. experience supporting SVP Level
• Bachelor's Degree or equivalent 
• Highly organized with exceptional communication skills and ability to manage a variety of high priority projects from multiple management and professional levels
• Desire to grow and take on your own projects
• Professional demeanor and soft skills
• Positive and personable can-do attitude
• Proficient in Zoom, Microsoft Office suites (Word, Excel, PowerPoint, Outlook), Box, Concur and Google Docs
• Experience handling confidential materials

Skills

• Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.
• Flexibility to work outside of normal business hours as dictated by business needs
• Must be able to travel.

Working Conditions

• This position is onsite 
• May require occasional off-site meetings or travel
• Regular use of a computer and other office equipment is necessary
• Interaction with team members and external contacts is a regular part of the job
• May require occasional overtime and flexibility in work hours to accommodate the executive’s needs

Physical Requirements

• Sitting for extended periods while working on a computer or conducting meetings.
• Use of hands and fingers for typing, writing, and handling documents.
• Occasional lifting of objects or materials up to 15 pounds for administrative tasks.

Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality and Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

Culture Commitment

Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity – Create an Environment of Trust

Collaboration – Innovate Through the Sharing of Ideas

Accountability – Own the Process and the Outcome

Respect – Recognize the Value in Everyone

Enthusiasm – Find a Sense of Purpose in Work

Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.