Administrative Assistant

The Site and Executive Administrative Assistant plays a key role in ensuring smooth daily operations at the site and providing high-level administrative support to the Site General Manager and senior leadership team. This individual acts as the central point of coordination for site communications, employee engagement events, and operational logistics. The ideal candidate is proactive, highly organized, and able to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

Primary Duties & Responsibilities

Employee and Functional Lead Support

• Coordinate and execute All Hands Townhall Meetings and employee luncheons:

• Reserve meeting space and arrange room setup

• Organize buffet lunches or catering

• Manage MS Teams and Outlook meeting invites

• Arrange audio-visual and technical support

• Plan and support employee morale and engagement activities, such as coffee carts, birthday celebrations, pizza days, potluck holiday meals, community outreach, and training events (e.g., CPR).

• Assist employees and functional teams with in-house and external meetings, team lunches, and special events.

• Provide administrative support to the Safety Committee and the CohRec Employee Morale Team.

• Organize and manage logistics for the General Manager's Breakfast meetings.

• Support site visitors, including travel arrangements, scheduling, and onsite coordination.

• Oversee office supply management, including coffee, vending, and general consumables.

• Handle other site and employee support tasks as required to maintain smooth daily operations.

Site Leader and Senior Management Support

• Provide comprehensive administrative support to the Site General Manager, Directors and senior management, including:
• Expense report preparation and submission
• Calendar management and meeting coordination
• Domestic and international travel planning and itineraries
• Email and correspondence management
• Drafting and distributing internal communications and announcements
• Supporting other executive-level administrative tasks as needed

Facilities Management Support (Backup Role)

• Serve as backup contact for facilities and vendor management when required.
• Coordinate with service providers, contractors, and internal teams to address site-related maintenance or service needs.
• Assist in tracking and reporting facility issues, ensuring timely resolution and communication.

Education & Experience

• Candidates must either hold a current Notary Public commission or be willing to obtain one

• Education: Associate's or Bachelor's degree preferred; equivalent experience accepted.

• Experience:

• Minimum 3\u20135 years of administrative or executive assistant experience supporting senior management or site operations.

• Experience in facilities coordination or office management is a plus.

• Technical Skills:

• Proficient in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint, Word).

• Familiarity with virtual meeting platforms and audio-visual setup.

• Comfortable managing multiple digital calendars and corporate communication tools.

Skills

• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Positive, service-oriented attitude with a team-first mindset.
• Ability to work independently, take initiative, and solve problems proactively.
• Flexible and adaptable to changing business needs.

Working Conditions

• Primarily onsite
• Regular interaction with employees, vendors, and visitors.
• Desk work and walking throughout facility
• May occasionally require early or late hours to support events or leader schedules.

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 \u2013 Create an Environment of Trust

Collaboration \u2013 Innovate Through the Sharing of Ideas

Accountability \u2013 Own the Process and the Outcome

Respect \u2013 Recognize the Value in Everyone

Enthusiasm \u2013 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.