Primary Duties & Responsibilities

• Manage Outlook calendar, including scheduling meetings, conference calls, and events with internal and/or external parties. 
• Manage the executive’s contact management system, including business card intake, Outlook contacts, LinkedIn connections, and other personal CRM software (e.g. Dex).
• Support creation and editing of PowerPoint presentations.
• Assist in drafting and editing correspondence, emails, and other communications.
• Manage and prioritize incoming requests, emails, and phone calls.
• Create and edit agendas, reports, and other documents to support organizational objectives.
• Capture meeting minutes, action items, and follow up with assignees to completion.
• Coordinate travel arrangements, manage and reconcile expense reports, and maintain organizational charts and email distribution lists.
• Support the executive by coordinating with IT for equipment, software, and office issues.
• Assist with processing invoices, developing, and tracking the Office of the CEO budget.
• Coordinate logistics for corporate events, conferences, and team gatherings.
• Support special projects and initiatives as assigned by the Chief of Staff.
• Serve as a point of contact for team members seeking guidance or assistance.
• Monitor and track action items and follow up on pending tasks.
• Anticipate the needs of the Chief of Staff and CEO to proactively address them.
• Maintain organized filing systems, both physical and digital.
• Drive operational efficiency and effectiveness by optimizing workflows, implementing best practices, and streamlining communication channels across the Office of the CEO.

Education & Experience

• 4 years of experience as an executive assistant or administrative specialist, preferably in a corporate or high-level political setting. Combination of education and experience will be considered. 
• Expert computer skills and fluency with ChatGPT, LinkedIn, Microsoft Outlook, Word, Excel, and PowerPoint.
• Proven track record of providing administrative support in a fast-paced, dynamic environment.

Skills

• Excellent verbal, visual, and written communication skills, including the ability to communicate professionally with all levels of the organization.
• Self-motivated and able to work independently on multiple projects, often under tight deadlines and without complete information.
• Trustworthy with demonstrated ability to exhibit a high degree of confidentiality, integrity, and judgment at all times.
• Able to understand and synthesize information quickly and apply critical thinking to decision-making within the scope of the position.
• Flexibility to work outside of normal business hours as dictated by business needs.
• Some travel will be required.

Working Conditions

• This position is primarily remote with access, as desired, to an office space in Washington, DC
• May require occasional off-site meetings or travel
• Regular use of a computer and other office equipment is necessary
• Interaction with team members and external contacts at junior and very senior levels is a regular part of the job
• May require occasional overtime and flexibility in work hours to accommodate the executive’s needs

Physical Requirements

• Sitting for extended periods while working on a computer or conducting meetings.
• Use of hands and fingers for typing, writing, and handling documents.
• Occasional lifting of objects or materials up to 20 pounds for administrative tasks.
• Ability to communicate verbally and in writing.
• Mobility within the office environment to attend meetings or interact with colleagues.

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.

Culture Commitment

Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity – Create an Environment of Trust

Collaboration – Innovate Through the Sharing of Ideas

Accountability – Own the Process and the Outcome

Respect – Recognize the Value in Everyone

Enthusiasm – Find a Sense of Purpose in Work

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.