Job DescriptionCoherent 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. This role will provide the structure, preparation, coordination, and follow-through needed to enable the C-Suite leader and the broader organization to operate at the highest level across the business group and the company.
The successful candidate will be exceptionally organized, diligent, and detail-oriented, with the ability to retain important context and nuance. This individual will take ownership of commitments, meetings, materials, logistics, and follow-up, ensuring that work is completed thoroughly, accurately, and on time.
Primary Duties & Responsibilities
- Manage the C-Suite leader and BG General Manager's calendar, travel, expenses, and day-to-day logistics with sound judgment, discretion, and a strong understanding of business priorities.
- Prepare and coordinate business-group-level meetings across multiple continents, including agendas, presentations, talking points, participant lists, logistics, and follow-up.
- Ensure the right stakeholders are included and that each meeting has a clear purpose and desired outcome.
- Lead the planning and execution of business group off-site meetings and other key leadership events.
- Track action items and commitments from staff and leadership meetings; proactively follow up with owners, monitor progress, and close open items.
- Handle sensitive corporate, personnel, legal, and business information with the highest level of confidentiality and professionalism.
- Continuously improve the systems, processes, and operating cadence of the General Manager's office so priorities are anticipated, work is well organized, and responsibilities are completed with minimal direction.
- Provide coordination and administrative support across the management team, helping ensure alignment, communication, and timely execution.
- Coordinate travel plans and related logistics for the business group's core leadership team, including employees who report to the BG General Manager.
Education & Experience
- Bachelor's Degree Required
- 10+ 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, follow-through, and 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.
Key Competencies
- Adaptability: Responds positively to change and shifting priorities.
- Collaboration: Works effectively with others to achieve common goals.
- Effective Communication: Communicates clearly and appropriately for the audience.
- Professional Discretion: Demonstrates integrity and respect in handling confidential matters.
Working Conditions
- This role will be based on-site in Santa Clara, CA
- May involve occasional extended hours to meet project deadlines.
- Onsite Monday to Friday
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer.
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, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.
