Executive Administrative Assistant (Finance)

Why Join Us?

• Work in a fast-paced, innovative environment at a leading technical company.
• Gain exposure to executive operations and leadership support.
• Opportunity for career growth and professional development.

If you are a highly organized, adaptable, and tech-savvy administrative professional looking to support an executive team in a dynamic setting, we'd love to hear from you!

Coherent Corp, a global leader in optical technology and solutions, is seeking a highly organized and detail-oriented Senior Assistant Administrator to provide critical support to the Executive Administrator (EA) to the CEO. This position plays a key role in ensuring seamless operations during the EA's absences due to travel and offers ongoing assistance with day-to-day administrative tasks that support the office of the CEO. The successful candidate will be proactive, adaptable, and able to thrive in a fast-paced, dynamic environment.

This position supports the Company's executive function, and requires candidates with a bias toward achieving results, responsiveness to a dynamic and ever-changing set of priorities and goals, and the resilience to manage day-to-day tasks in a face-paced environment. The ideal candidate will have exceptional organizational and time-management skills, a demonstrable history of exercising sound judgement and decision-making competence, a high level of professionalism and discretion, and the ability to achieve results in an environment of competing priorities.

Primary Duties & Responsibilities

Under the general direction of the EA, this position will be responsible for the tasks and deliverables set forth below:

Executive Support Assistance:

• Provide comprehensive administrative support to the Chief of Staff, including travel arrangements, expense reporting, and day-to-day administrative tasks, coordinating all efforts and objectives with guidance from the EA to the CEO.
• Organize corporate events and projects, including venue search, negotiations, catering, communications and invitations, and post-event activities.
• Handle confidential information with the utmost discretion and professionalism

Office & Travel Coordination:

• Working under the general direction of the EA, make travel arrangements for the Chief of Staff and Board Members, including booking flights, accommodations, and ground transportation.
• Prepare and ensure timely submission of expense reports for Board Members.
• Proactively address time-sensitive requests related to travel.

Communication & Liaison Responsibilities:

• Act as the primary point of contact for internal and external stakeholders in the absence of the EA.
• Ensure communications from the Executive Office are clear and professional by overseeing the drafting, editing, and finalizing correspondence, emails, and business communications
• Track and ensure timely follow-up on key action items from assigned projects.

General Administrative Duties:

• Manage expense reporting, invoice processing, and budget tracking, ensuring accuracy and efficiency.
• Organize and maintain both digital and physical records for optimal accessibility and management.
• Oversee office management tasks, including ordering supplies and coordinating with vendors.
• Collaborate with cross-functional teams to optimize and streamline administrative workflows
• Must be flexible with work hours and available to come in or stay after regular work hours as needed to support business needs and ensure timely completion of tasks.

Education & Experience

• At least 5 years of administrative experience with increasing responsibility, preferably in a technical or corporate environment.
• Associate's or Bachelor's degree in business administration or a related field preferred.
• Experience handling confidential materials

Skills

• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools like Slack, Zoom, and project management software.
• Organization: Strong multitasking and time-management skills with the ability to prioritize effectively.
• Communication: Excellent written and verbal communication skills.
• Confidentiality: Ability to handle sensitive information with the utmost discretion.
• Problem-Solving: Proactive approach to identifying and resolving issues efficiently.

Working Conditions

• This position is onsite, based at HQ
• Requires occasional off-site meetings and travel
• Regular use of a computer and other office equipment is necessary
• Interaction with team members and external contracts at junior and very senior levels is a regular part of the job
• May require occasional 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.:

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.

If you need assistance or an accommodation due to a disability, you may contact us at talentacquisition@coherent.com .Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor equipment, and consumer markets. Coherent provides a comprehensive career development platform within an environment that challenges employees to perform at their best, while rewarding excellence and hard-work through a competitive compensation program. It's an exciting opportunity to work for a company that offers stability, longevity and growth. Come Join Us!

Note to recruiters and employment agencies: We will not pay for unsolicited resumes from recruiters and employment agencies unless we have a signed agreement and have required assistance, in writing, for a specific opening.Job Summary: We are seeking a highly organized and detail-oriented Senior Assistant Administrator to provide critical support to the Executive Administrator (EA) to the CEO. This position plays a key role in ensuring seamless operations during the EA's absences due to travel and offers ongoing assistance with day-to-day administrative tasks that support the office of the CEO. The successful candidate will be proactive, adaptable, and able to thrive in a fast-paced, dynamic environment.