Administrative Assistant

EMD Electronics; Carlsbad (CA); On-site; USD 40,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Paid time off (PTO)

Retirement contributions

Bonus potential

Job summary

EMD Electronics in Carlsbad, CA is seeking a highly organized Administrative Assistant to provide comprehensive support to the Thin Films R&D team and the US Managing Director. You will manage calendars, coordinate communications, and streamline operations to enable executives to focus on strategic priorities.

The role requires a High School Diploma or GED with 5+ years of executive or administrative experience; a Bachelor's degree is preferred. ERP/SAP/Oracle/SFDC experience is a plus.

Qualifications

• Minimum 5+ years of executive or personal assistant experience.
• Strong calendar and travel coordination.
• Experience with ERP/SAP/Oracle or SFDC preferred.

Responsibilities

• Manage and maintain executives' calendars and appointments.
• Coordinate travel plans and detailed itineraries.
• Prepare correspondence, reports, and presentations.
• Process expenses, invoices, and purchase orders per policy.
• Support confidential information with discretion.

Skills

Calendar management

Executive support

Communication

Time management

Education

High School Diploma or GED

Bachelor’s Degree (preferred)

Tools

SAP

Oracle

SFDC

Ariba

Job description

Work Your Magic with us! Start your next chapter and join EMD Electronics.

Ready to explore, break barriers, and discover more? We know you've got big plans - so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

Everything we do in EMD Electronics is to help us deliver on our purpose of being the company behind the companies, advancing digital living. We are dedicated to being the trusted supplier of high-tech materials, services and specialty chemicals for the electronics, automotive and cosmetics industries. We foster a global collaborative organization made up of individuals who have the passion to win, obsess about the customer, are relentlessly curious and act with urgency. Together, we push the boundaries of science to make more possible for our customers.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Your Role

EMD Electronics in Carlsbad is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to the Thin Fims R&D team and to the US Managing Director. In this role you will be a trusted partner, managing complex schedules, coordinating communications, and streamlining operations to enable the executives to focus on strategic priorities.

Key Responsibilities

• Manage and maintain executives’ calendars, including scheduling meetings and appointments.
• Coordinate travel arrangements when requested and prepare detailed itineraries.
• Serve as the primary point of contact between executives and internal/external stakeholders.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
• Generate purchase orders, Ariba transactions and P-card transactions for chemicals and laboratory supplies.
• Create purchase requisition in SAP, partnering with internal teams depending on total cost of purchase.
• Communicate with vendor to track shipments.
• Create SAP projects and tie projects into accounting programs for costing projects.
• Organize and prioritize incoming communications, including emails and phone calls.
• Assist in the preparation and follow-up of meetings, including agenda creation and minutes.
• Process expense reports, invoices, and purchase orders, ensuring compliance with company policies and timely reimbursement.
• Administrative support in an office environment requiring understanding of company policies and programs.
• Administer confidential information with discretion and professionalism.
• Support special projects and perform other administrative tasks as needed.

Who You Are

Minimum Qualifications

• High School Diploma or GED
• 5+ years of executive or personal assistant experience or office/administrative experience.

Preferred Qualifications

• Bachelor’s Degree in any discipline.
• 1+ years of experience in ERP, Oracle, SAP, Accolade or SFDC.
• Discretion and confidentiality: handle sensitive information with integrity while maintaining confidentiality.
• Proficiency in managing schedules, meeting deadlines and efficiently allocating time to various tasks.
• Strong organizational skills and the ability to manage multiple tasks, prioritize effectively, and maintain order in a fast-paced environment.
• Excellent verbal and written communication skills for clear interaction with executives, team members, and external stakeholders.
• Ability to work in a global, matrix environment.

Pay Range for this position - $29hr- $45/hr

The offer range represents the anticipated low and high end of the base pay compensation for this position. The actual compensation offered will be determined by factors such as location, level of experience, education, skills, and other job-related factors. Position may be eligible for sales or performance-based bonuses. Benefits offered by the Company include health insurance, paid time off (PTO), retirement contributions, and other perquisites.

What we offer:

We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!