Executive Assistant / Office Coordinator

About Us:

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 commissi