Executive Coordinator - Quaker Houghton

About Us

At Quaker Houghton, we are experts in the development, production and application of industrial process fluids, lubricants and coatings for the manufacturing industry. We have been an integral part in the growth of the world’s largest industrial and manufacturing companies from aerospace and automotive to primary metal and energy. Today, we have a global presence, with our corporate headquarters located in Conshohocken, PA. Quaker Houghton is a global publicly traded company with a unique collaborative culture that supports career growth for its associates and offers competitive compensation and benefit programs.

Job Summary

The Executive Coordinator will report into the Chief Human Resources Officer (CHRO) and support administration, communications, and operational initiatives within the Human Resources function. The Executive Coordinator will liaise with the Human Resources leadership team; engage in follow-up actions with internal and external stakeholders; and oversee/support business projects with analysis and project management. The individual will have a positive attitude and enjoy working within an entrepreneurial environment that is results-driven and growth-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, organizational and planning skills, and the ability to run parallel tracks and maintain balance among changing priorities. The Executive Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

What will you do

• Proactively manages an extremely active global calendar for the CHRO including organizing and supporting leadership meetings (both internal & external). Plans, coordinates and communicates schedule/appointment changes on the calendar with required internal stakeholders and external partners/affiliates.
  • Provides reminder for events on the calendar and take the initiative to make sure the right documents and information is ready and available prior to the meetings.
  • Supports proactive management and communication related to travel/other meeting conflicts on the calendar.
• Support in planning team meetings and events - agenda items, meeting documentation, action log for follow-up post meetings, including liaising with the Facilities team to ensure meetings are organized and supported appropriately.
• Manages travel arrangements/itineraries and compiles documents for executive and select team members; effectively communicates with local contacts to make appropriate arrangements; collaborates with other Executive Assistants to manage travel schedules.
• Responsible for supporting the CHRO to be prepared for a variety of recurring meetings including staff meeting, quarterly business reviews, and logistics related to Board and Committee meetings.
  • Additional expectations include coordinating the schedule for material prep, consolidation of materials, updating of materials as appropriate, etc.
  • Coordination between different departments including IT, Finance, and HR to pull together material prior to review for the HR budget, HCM updates, and other cross functional projects.
• Demonstrated ability to maintain confidential and sensitive data. Successfully supports critical aspects of formatting and organizing presentations used in executive/leadership meetings along with other data files and documents.
• Ability to manage in-coming calls and inquires, directing them to the appropriate individuals in the CHRO. Prioritizes conflicting needs; handles matters expeditiously, and follows-through on projects to successful completion, often with deadline pressures.
• Facilitates CHRO townhall communication on monthly/quarterly basis.
• Maintains professional relationships within the company; communicates frequently across the organization, liaising with other stakeholders (i.e., Human Resources, Finance, Commercial, R&D) to disseminate timely and accurate information on behalf of Strategy Function.
• Manages expense reporting and other invoice and purchasing needs on behalf of executive and leadership team as needed.

What do we look for

Required Education:

HS Diploma/GED required. BA degree preferred.

Required Minimum Number of Years of Relevant Experience:

Minimum of 5 years in an executive administrative capacity with desire and ability for career advancement

Required Skills and Competencies:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Proactive Communicator with active listening skills. Proficient written and verbal language skills.
• Operating knowledge of Microsoft office toolkit (PowerPoint and excel) and Teams environment preferred.
• Very strong interpersonal and collaboration skills and the ability to build relationships with internal stakeholders, leadership team, external partners, and vendors.
• Ability to manage one’s own time, set priorities, plan, and organize work in order to meet specific timeframes and allocated tasks within the role.
• Results driven and ability to manage multiple tasks within a changing work environment.
• Aspiring professional willing for continued personal development and professional advancement in career.

What's in it for you

• Blended Work Arrangement with partial time in the Conshohocken, PA office and remaining remote
• Travel approximately 10% in year specifically during team events
• Competitive pay programs with excellent career growth trajectory
• Opportunities to see your efforts contribute toward the success of the business
• Solving problems and creating value are part of our DNA
• Work for a global leader in the industrial process fluids industry

Quaker Houghton provides equal employment opportunity for all qualified candidates. Quaker Houghton does not discriminate against any candidate for employment based on race, color, religion, sex, gender, gender identity or expression, affectional or sexual orientation, pregnancy, age, creed, ancestry, national origin, citizenship, marital or domestic partnership or civil union status, veteran’s status, physical/mental disability, genetic information, or any other category protected by U.S federal, state, and/or local employment law. Furthermore, Quaker Houghton is committed to providing reasonable accommodations to qualified candidates with physical and/or mental disabilities.