Sr Administrative Assistant

Coherent • Budd Lake, NJ

17h • Onsite

About The Position

Provide primary Sr. administrative support to the Vice President & Business Unit Manager and coordinated support to designated members of the Business Unit leadership team. Manage complex and frequently changing calendars; prioritize requests, resolve conflicts, protect focus time, and coordinate meetings across functions, locations, and time zones. Serve as a professional liaison among the VP, leadership staff, employees, customers, suppliers, visitors, and internal and external stakeholders. Screen and prioritize meeting and information requests, escalate time-sensitive matters, and prepare correspondence, presentations, reports, organizational materials, and Sr. briefing documents. Coordinate the Business Unit rhythm of business, including staff meetings, operating reviews, quality reviews, employee communications, and other recurring leadership forums. Develop and distribute agendas, pre-read packages, presentation materials, decisions, meeting notes, and action-item follow-up when requested. Plan and execute site and Business Unit events from concept through completion, including leadership visits, all-employee meetings, recognition events, training sessions, customer or supplier visits, team-building activities, and off-site meetings. Coordinate venues, room layouts, audiovisual needs, catering, transportation, lodging, invitations, registration, visitor access, event budgets, contingency plans, and on-site support. Partner with Facilities, Human Resources, Communications, IT, Security, Finance, and other functions to deliver safe, professional, and effective events. Coordinate domestic and international travel for the VP and designated staff, including flights, hotels, ground transportation, itineraries, travel documentation, and last-minute schedule changes. Coordinate leadership and employee logistics among Budd Lake, Port Richey, and Idar-Oberstein, accounting for time zones, local holidays, site-access requirements, and working hours. Prepare detailed itineraries and logistics for leadership visits, workshops, audits, customer meetings, and operational reviews involving multiple sites. Prepare and submit expense reports for the VP and other designated leaders accurately and on time; reconcile corporate-card transactions, receipts, travel charges, and event expenditures. Maintain recurring administrative spending reports covering travel, events, purchasing, and other assigned Business Unit expenses; track commitments and actual spending against approved budgets. Support purchase requisitions, purchase orders, invoice coding, vendor setup, and payment-status follow-up; partner with Finance, Procurement, and Accounts Payable to resolve discrepancies.

Requirements

• Associate degree or equivalent combination of education and relevant experience.
• Five or more years of progressively responsible administrative experience, including at least three years supporting a senior Sr. or leadership team.
• Demonstrated experience managing complex calendars, leadership meetings, events, domestic and international travel, and expense reporting.
• Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with corporate travel, expense-management, procurement, or ERP systems; experience with platforms such as Concur and Oracle is preferred.
• Strong written, verbal, proofreading, interpersonal, and cross-cultural communication skills.
• Demonstrated ability to anticipate needs, manage multiple deadlines and shifting priorities, solve problems, and complete assignments accurately with limited supervision.
• Sound judgment and a demonstrated ability to maintain strict confidentiality.
• Ability to work effectively with employees, Sr.s, vendors, customers, and visitors from different functions, locations, and cultures.
• Reasonable schedule flexibility during major events, Sr. travel, early-morning meetings with Germany, or urgent changes.

Nice To Haves

• Some college in business administration, communications, hospitality, or a related discipline.
• Experience supporting operations leadership in a manufacturing, technology, aerospace, photonics, or similarly regulated environment.
• Experience coordinating international travel and meetings across global time zones.
• Experience tracking departmental spending, reconciling expenses, processing invoices, or preparing budget reports.
• Project coordination, event-planning, or office-management experience.
• Familiarity with continuous-improvement practices and document-control requirements.
• German-language ability or prior experience working with German colleagues is helpful but not required.

Responsibilities

• Provide primary Sr. administrative support to the Vice President & Business Unit Manager and coordinated support to designated members of the Business Unit leadership team.
• Manage complex and frequently changing calendars; prioritize requests, resolve conflicts, protect focus time, and coordinate meetings across functions, locations, and time zones.
• Serve as a professional liaison among the VP, leadership staff, employees, customers, suppliers, visitors, and internal and external stakeholders.
• Screen and prioritize meeting and information requests, escalate time-sensitive matters, and prepare correspondence, presentations, reports, organizational materials, and Sr. briefing documents.
• Coordinate the Business Unit rhythm of business, including staff meetings, operating reviews, quality reviews, employee communications, and other recurring leadership forums.
• Develop and distribute agendas, pre-read packages, presentation materials, decisions, meeting notes, and action-item follow-up when requested.
• Plan and execute site and Business Unit events from concept through completion, including leadership visits, all-employee meetings, recognition events, training sessions, customer or supplier visits, team-building activities, and off-site meetings.
• Coordinate venues, room layouts, audiovisual needs, catering, transportation, lodging, invitations, registration, visitor access, event budgets, contingency plans, and on-site support.
• Partner with Facilities, Human Resources, Communications, IT, Security, Finance, and other functions to deliver safe, professional, and effective events.
• Coordinate domestic and international travel for the VP and designated staff, including flights, hotels, ground transportation, itineraries, travel documentation, and last-minute schedule changes.
• Coordinate leadership and employee logistics among Budd Lake, Port Richey, and Idar-Oberstein, accounting for time zones, local holidays, site-access requirements, and working hours.
• Prepare detailed itineraries and logistics for leadership visits, workshops, audits, customer meetings, and operational reviews involving multiple sites.
• Prepare and submit expense reports for the VP and other designated leaders accurately and on time; reconcile corporate-card transactions, receipts, travel charges, and event expenditures.
• Maintain recurring administrative spending reports covering travel, events, purchasing, and other assigned Business Unit expenses; track commitments and actual spending against approved budgets.
• Support purchase requisitions, purchase orders, invoice coding, vendor setup, and payment-status follow-up; partner with Finance, Procurement, and Accounts Payable to resolve discrepancies.

Benefits

• 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 [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree