Executive Assistant - C Suite (TEMP)

Coherent•Santa Clara, CA

17h•Onsite

About The Position

Coherent is seeking a highly experienced Executive Administrative Assistant to serve as a proactive business partner and trusted extension of a C-Suite leader and the group’s leadership team. The role provides the structure, preparation, coordination, and follow-through needed to support the C-Suite leader and the broader organization across the business group and company. The successful candidate is exceptionally organized, diligent, and detail-oriented, retains important context and nuance, and takes ownership of commitments, meetings, materials, logistics, and follow-up to ensure work is completed thoroughly, accurately, and on time. The role is based onsite in Santa Clara, California, Monday through Friday, and may involve occasional extended hours to meet project deadlines. The employee must follow site EHS procedures and Coherent Corp. Corporate EHS standards. Depending on location, the position may also be responsible for executing and maintaining applicable ISO 9000, 9001, 14001, or other standards within the Quality Management System and Environmental Management System. Employees are expected to adhere to Coherent’s ICARE values: Integrity, Collaboration, Accountability, Respect, and Enthusiasm.

Requirements

Bachelor’s degree required.
10 or more years of experience supporting senior executives in a complex, global organization.
Demonstrated experience coordinating complex, cross-functional programs, meetings, or business processes.
Exceptional organizational skills, attention to detail, and follow-through.
Ability to manage multiple priorities under tight deadlines.
Strong written and verbal communication skills, including the ability to synthesize information and prepare materials for executive audiences.
Proficiency with Microsoft Office, calendar management, virtual meeting, and collaboration tools.
Ability to work onsite in Santa Clara, California, Monday through Friday.
Ability to sit for prolonged periods and work on a computer.
Ability to handle confidential matters with professional discretion.

Responsibilities

Manage the C-Suite leader’s and Business Group General Manager’s calendars, travel, expenses, and daily logistics, using sound judgment, discretion, and an understanding of business priorities.
Prepare and coordinate business-group meetings across multiple continents, including agendas, presentations, talking points, participant lists, logistics, and follow-up.
Ensure the appropriate stakeholders are included in meetings and that each meeting has a clear purpose and desired outcome.
Lead planning and execution of business-group off-site meetings and other key leadership events.
Track action items and commitments from staff and leadership meetings, follow up with owners, monitor progress, and close open items.
Handle sensitive corporate, personnel, legal, and business information confidentially and professionally.
Improve the systems, processes, and operating cadence of the General Manager’s office so priorities are anticipated, work is organized, and responsibilities are completed with minimal direction.
Provide coordination and administrative support across the management team to promote alignment, communication, and timely execution.
Coordinate travel plans and related logistics for the business group’s core leadership team, including employees reporting to the Business Group General Manager.
Follow site EHS procedures and Coherent Corp. Corporate EHS standards.
Depending on location, execute and maintain applicable quality and environmental standards within the Quality Management System and Environmental Management System.
Adhere to the company’s ICARE values in all aspects of the position.