Executive Assistant / Office Coordinator

DBA: Zeiss Group • White Plains, NY

378d • $73,000 - $91,000

About The Position

The Executive Assistant / Office Coordinator is a key onsite role providing high-level administrative support and managing office operations. Acting as the primary point of contact for internal and external matters related to the President, this position requires a proactive, resourceful, and detail-oriented individual who can handle confidential tasks with professionalism. Strong communication, decision-making, and organizational skills are essential.

Requirements

• Bachelor's degree required.
• 5-7 years of progressive administrative experience.
• Exceptional organizational skills and attention to detail.
• Highly analytical and proactive in managing calendars and resources.
• Excellent oral and written communication skills.
• Proficiency in MS Office and other relevant software.
• Strong project management and task prioritization skills.
• Positive energy with a collaborative, team-player mindset.

Nice To Haves

• Self-starter capable of working independently.
• Composed and effective under pressure.
• Proven ability to build relationships with company leaders.
• Flexible and adaptable to evolving situations.
• Eager to learn and stay updated on business trends.
• Discretion and integrity when handling confidential information.
• Ability to take the lead when needed.
• Professional demeanor with neutrality in diverse environments.
• Acts as an ambassador for the department.

Responsibilities

• Manage the executive's calendar, schedule meetings, and coordinate appointments.
• Handle travel arrangements and expense reports.
• Compose and prepare correspondence, including sensitive information.
• Anticipate the executive's needs and provide support before meetings and events.
• Keep the President informed of upcoming priorities and commitments.
• Act as a liaison between the President and internal departments.
• Prioritize and address inquiries and requests with sound judgment.
• Independently manage projects from start to finish.
• Create meeting notes, track action items, and follow up as needed.
• Partner with vendors to manage building services, office supplies, and events.
• Oversee office inventory, mailings, and shipping/receiving.
• Coordinate office presentations, special events, and team gatherings.
• Administer parking and support onboarding processes for new hires.
• Assist with Environmental Health and Safety (EHS) tasks related to safety and security.
• Act as a Concur and Workday delegate for the President.
• Handle special projects and other duties as assigned.

Benefits

• Medical plans
• Retirement savings plan
• Paid time off
• Performance bonus or sales commissions

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Miscellaneous Manufacturing
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees