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 Managers 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: Associates or Bachelors degree preferred; equivalent experience accepted.
• Experience:
  • Minimum 35 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 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.