Executive Assistant / Office Coordinator - Zeiss Group

How many companies can say they've been in business for over 177 years?!
Here at ZEISS, we certainly can! As the pioneers of science, ZEISS handles the everchanging environments in a fast-paced world, meeting it with cutting edge technologies and continuous advancements. ZEISS believes that innovation and technology are the key to a sustainable future and solutions for global change. We have a diverse range of portfolios throughout the ZEISS family in segments like Industrial Quality & Research, Medical Technology, Consumer Markets, and Semiconductor Manufacturing Technology. We are a global company with over 42,000 employees and have over 4,000 in the US and Canada alone! Make a difference, come join the team!

What's the role?

The Executive Assistant / Office Coordinator is a key onsite role providing high-level administrative support and managing office operations. Acting as the primary point of contact for internal and external matters related to the President, this position requires a proactive, resourceful, and detail-oriented individual who can handle confidential tasks with professionalism. Strong communication, decision-making, and organizational skills are essential.

Sound interesting?

Here's what you'll do:

Administrative Support:

• Manage the executive's calendar, schedule meetings, and coordinate appointments.
• Handle travel arrangements and expense reports.
• Compose and prepare correspondence, including sensitive information.
• Anticipate the executive's needs and provide support before meetings and events.

Communication and Coordination:

• Keep the President informed of upcoming priorities and commitments.
• Act as a liaison between the President and internal departments.
• Prioritize and address inquiries and requests with sound judgment.

Project Management:

• Independently manage projects from start to finish.
• Create meeting notes, track action items, and follow up as needed.

Office Coordination:

• Partner with vendors to manage building services, office supplies, and events.
• Oversee office inventory, mailings, and shipping/receiving.
• Coordinate office presentations, special events, and team gatherings.

Facilities Management:

• Administer parking and support onboarding processes for new hires.
• Assist with Environmental Health and Safety (EHS) tasks related to safety and security.

Additional Responsibilities:

• Act as a Concur and Workday delegate for the President.
• Handle special projects and other duties as assigned.

Do you qualify?

Education and Experience:

• Bachelor's degree required.
• 5-7 years of progressive administrative experience.

Skills and Abilities:

• Exceptional organizational skills and attention to detail.
• Highly analytical and proactive in managing calendars and resources.
• Excellent oral and written communication skills.
• Proficiency in MS Office and other relevant software.
• Strong project management and task prioritization skills.
• Positive energy with a collaborative, team-player mindset.

Personal Attributes:

• Self-starter capable of working independently.
• Composed and effective under pressure.
• Proven ability to build relationships with company leaders.
• Flexible and adaptable to evolving situations.
• Eager to learn and stay updated on business trends.
• Discretion and integrity when handling confidential information.

Leadership and Professionalism:

• Ability to take the lead when needed.
• Professional demeanor with neutrality in diverse environments.
• Acts as an ambassador for the department.

Working Conditions and Special Demands:

• Onsite Requirement: Full-time onsite role at our White Plains office, Monday to Friday.
• Travel: Occasional domestic travel (5-10%).

The annual pay range for this position is $73,000 - $91,000

The pay offered for this role may be influenced by factors such as job location, scope of role, qualifications, education, experience, & complexity/specialization/scarcity of talent.

This position is also eligible for a performance bonus or sales commissions. ZEISS also offers robust benefits, including medical plans, retirement savings plan and paid time off.

Your ZEISS Recruiting Team:
Maria Khalil

Zeiss provides Equal Employment Opportunity without unlawful regard to an Applicants race, color, religion, creed, sex, gender, marital status, age, national origin or ancestry, physical or mental disability, medical condition, military or veteran status, citizen status, sexual orientation, pregnancy (includes childbirth, breastfeeding or related medical condition), genetic predisposition, carrier status, gender expression or identity, including transgender identity, or any other class or characteristic protected by federal, state, or local law of the employee (or the people with whom the employee associates, including relatives and friends).