Executive Administrative Assistant

Primary Duties & Responsibilities

• Manage complex and dynamic Outlook calendar, schedule meetings, conference calls, and events with internal and / or external parties.
• Create and edit agenda meeting, reports, and other documents to support organizational objectives.
• Capture meeting minutes, action items and follow up with assignee to completion.
• Coordinate travel arrangements, manage and reconcile expense reports.
• Maintain organizational charts and email distribution lists.
• Manage equipment, software, and office issues, and maintain department communications and materials.
• Process invoices, and assist with budget tracking.
• Draft and edit high-quality presentations, correspondence, documents, and widespread communications, ensuring accuracy and clarity.
• Works on frequent and diverse projects and problems requiring judgment and discretion for obtaining solutions within generally defined practices and policies.
• Maintain strict confidentiality regarding all sensitive information.
• Require to work onsite, schedule meetings, set up conference room including computer, AV, presentation, etc. and coordinate with IT team as needed.
• Order and set up catering for meetings.
• Greet and escort external guests.

Education & Experience

• 8+ years of experience as an executive assistant or administrative specialist, preferably in a corporate setting. Combination of education and experience will be considered.
• Expert computer skills and fluency with Microsoft Word, Outlook Excel, and PowerPoint.
• Proven track record of providing administrative support in a fast-paced, dynamic environment.

Skills

• Excellent verbal and written communication skills, including the ability to communicate professionally with all levels of the organization.
• Self-motivated and able to work independently on multiple projects, often under tight deadlines.
• Trustworthy with demonstrated ability to exhibit a high degree of confidentiality and integrity and exercise excellent judgment at all times.
• Able to understand and synthesize information quickly and apply critical thinking to decision-making within the scope of the position.
• Flexibility to work outside of normal business hours as dictated by business needs.

Working Conditions

• This position is hybrid / onsite
• May require occasional off-site meetings
• 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 20 pounds for administrative tasks.
• Ability to communicate verbally and in writing.
• Mobility within the office environment to attend meetings or interact with colleagues.

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. :

I ntegrity Create an Environment of Trust

C ollaboration Innovate Through the Sharing of Ideas

A ccountability Own the Process and the Outcome

R espect Recognize the Value in Everyone

E nthusiasm 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.

If you need assistance or an accommodation due to a disability, you may contact us at