Executive Assistant, Office Coordinator

Anton Paar QuantaTec Inc•Boynton Beach, FL

About The Position

This role serves as a trusted partner to the CEO and leadership team while owning the operational excellence of the executive office and workplace. You will closely support projects, tasks and the overall workflow of the Executive Office, Administration, Human Resources and Facilities in a timely, efficient and professional manner. The Executive Assistant, Office Coordinator is a highly organized, detail-oriented professional who partners closely with the CEO and leadership team to ensure the executive office, facilities, and administrative operations run seamlessly. This role balances executive-level support with ownership of critical office and operational activities, enabling leaders to focus on strategic priorities.

Requirements

3 - 5 years of proven experience in an executive administrative or senior administrative role, supporting senior leadership
Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel), including calendar and meeting management at an executive level
Strong working knowledge of office systems and equipment, including printers, scanners, and related technology
Exceptional time management and prioritization skills, with the ability to manage competing deadlines and shifting priorities
Meticulous attention to detail with strong problem-solving and follow-through
Excellent written and verbal communication skills, with a polished and professional presence
Demonstrated ability to multi-task, anticipate needs, and operate independently
Proven ability to build effective relationships with executives, colleagues, vendors, and external partners
Positive, proactive demeanor with a high sense of ownership and accountability

Nice To Haves

Associate’s or Bachelor’s degree
Experience supporting bookkeeping or financial administration
Exposure to or experience in Human Resources administration
Experience working with SAP or other ERP system

Responsibilities

Serve as a trusted executive partner to the CEO, proactively managing a complex and dynamic calendar, coordinating executive visits, handling confidential matters, and supporting special projects from planning through execution
Act as a central point of coordination for the executive team, providing high-level administrative support to directors and senior leaders, anticipating needs, aligning priorities, and ensuring seamless execution of meetings and initiatives
Oversee day-to-day office and facilities operations, managing maintenance requests, coordinating with vendors, reviewing pricing, and making informed recommendations to ensure a professional and efficient workplace
Coordinate employee training and development logistics, including ad-hoc and annual trainings and administration of the Anton Paar Learning Management System (LMS)
Support onboarding and employee administration, coordinating new hires and processing required workflows within Notes and SAP systems
Plan, organize, and execute employee events and programs, ensuring a polished and engaging experience for participants
Manage logistics for executive, employee, and corporate meetings, including arranging food and beverage services for meetings, events, and celebrations
Serve as the first point of contact for visitors, greeting guests, vendors, and trainees; managing sign-in procedures, issuing badges, and coordinating with internal stakeholders
Coordinate complex travel and scheduling arrangements for employees, candidates, and visitors, including transportation, agendas, and itineraries
Support annual and ad-hoc employee training visits, coordinating travel, transportation, schedules, and meals
Maintain shared office spaces and internal communications, including bulletin boards, informational postings, and common areas
Ensure kitchen and coffee areas are consistently stocked and maintained to support daily office operations
Perform additional administrative and operational duties as assigned, supporting the evolving needs of the executive office and organization