Sr Administrative Assistant

Responsibilities

• Provide primary Sr. administrative support to the Vice President & Business Unit Manager and coordinated support to designated members of the Business Unit leadership team.

• Manage complex and frequently changing calendars; prioritize requests resolve conflicts protect focus time and coordinate meetings across functions locations and time zones.

• Serve as a professional liaison among the VP leadership staff employees customers suppliers visitors and internal and external stakeholders.

• Screen and prioritize meeting and information requests escalate time-sensitive matters and prepare correspondence presentations reports organizational materials and Sr. briefing documents.

• Coordinate the Business Unit rhythm of business including staff meetings operating reviews quality reviews employee communications and other recurring leadership forums.

• Develop and distribute agendas pre-read packages presentation materials decisions meeting notes and action-item follow-up when requested.

• Plan and execute site and Business Unit events from concept through completion including leadership visits all-employee meetings recognition events training sessions customer or supplier visits team-building activities and off-site meetings.

• Coordinate venues room layouts audiovisual needs catering transportation lodging invitations registration visitor access event budgets contingency plans and on-site support.

• Partner with Facilities Human Resources Communications IT Security Finance and other functions to deliver safe professional and effective events.

• Coordinate domestic and international travel for the VP and designated staff including flights hotels ground transportation itineraries travel documentation and last-minute schedule changes.

• Coordinate leadership and employee logistics among Budd Lake Port Richey and Idar-Oberstein accounting for time zones local holidays site-access requirements and working hours.

• Prepare detailed itineraries and logistics for leadership visits workshops audits customer meetings and operational reviews involving multiple sites.

• Prepare and submit expense reports for the VP and other designated leaders accurately and on time; reconcile corporate-card transactions receipts travel charges and event expenditures.

• Maintain recurring administrative spending reports covering travel events purchasing and other assigned Business Unit expenses; track commitments and actual spending against approved budgets.

Support purchase requisitions purchase orders invoice coding vendor setup and payment-status follow-up; partner with Finance Procurement and Accounts Payable to resolve discrepancies.

Requirements

• Associate degree or equivalent combination of education and relevant experience.

• Five or more years of progressively responsible administrative experience including at least three years supporting a senior Sr. or leadership team.

• Demonstrated experience managing complex calendars leadership meetings events domestic and international travel and expense reporting.

• Advanced proficiency with Microsoft 365 particularly Outlook Teams Word Excel and PowerPoint.

• Experience with corporate travel expense-management procurement or ERP systems; experience with platforms such as Concur and Oracle is preferred.

• Strong written verbal proofreading interpersonal and cross-cultural communication skills.

• Demonstrated ability to anticipate needs manage multiple deadlines and shifting priorities solve problems and complete assignments accurately with limited supervision.

• Sound judgment and a demonstrated ability to maintain strict confidentiality.

• Ability to work effectively with employees Sr.s vendors customers and visitors from different functions locations and cultures.

• Reasonable schedule flexibility during major events Sr. travel early-morning meetings with Germany or urgent changes.

Desired Qualifications

• Some college in business administration communications hospitality or a related discipline.

• Experience supporting operations leadership in a manufacturing technology aerospace photonics or similarly regulated environment.

• Experience coordinating international travel and meetings across global time zones.

• Experience tracking departmental spending reconciling expenses processing invoices or preparing budget reports.

• Project coordination event-planning or office-management experience.

• Familiarity with continuous-improvement practices and document-control requirements.

German-language ability or prior experience working with German colleagues is helpful but not required.

Working Conditions

• Work is primarily performed in a professional office and manufacturing-site environment with regular on-site presence expected to support leadership visitors and site events.

• Periodic early-morning meetings may be required to coordinate with Germany; occasional evening availability may be needed for events or urgent travel changes.

• Limited domestic and international travel may be required.

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 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

CultureCommitment

Ensure adherence to companys 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.