Global Executive Support Specialist to VP & Leadership

Coherent Corp.; Budd Lake (NJ); On-site; USD 80,000 - 110,000; Full time

Job summary

Coherent Corp. in Budd Lake, NJ is seeking a senior administrative professional to support the VP and BU leadership.

You will manage complex calendars, coordinate cross-functional meetings across multiple locations, and liaise with internal and external stakeholders worldwide. Responsibilities include preparing correspondence, presentations, and leadership briefing materials, organizing BU events, and handling travel arrangements with careful attention to budget and confidentiality.

Qualifications

• Associate degree or equivalent combination of education and relevant experience.
• Five+ years of admin experience, including at least three years supporting senior leaders.
• Experience managing complex calendars, leadership meetings, events, and travel.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Experience with travel, expense-management, procurement, or ERP systems; Concur and Oracle preferred.
• Strong written, verbal, proofreading, interpersonal and cross-cultural communication skills.
• Ability to anticipate needs, manage deadlines, and work with limited supervision.
• Sound judgment and confidentiality in handling sensitive information.
• Ability to work with employees, vendors, customers and visitors across locations and cultures.
• Reasonable schedule flexibility for major events and travel.

Responsibilities

• Provide primary Sr. administrative support to the VP & BU Manager and designated leadership.
• Manage calendars, prioritize requests, resolve conflicts, and coordinate meetings across locations and time zones.
• Serve as a professional liaison among the VP, staff, customers, suppliers, and other stakeholders.
• Screen requests, prepare correspondence, presentations, and Sr. briefing documents.
• Coordinate the BU rhythm of business, including staff and leadership forums.
• Develop agendas, pre-read packages, materials, and follow-up actions.
• Plan and execute BU and site events from concept to completion.
• Coordinate venues, AV, catering, travel, lodging, invites, and budgets.
• Partner with Facilities, HR, Communications, IT, Security, Finance to runs events safely.
• Coordinate domestic and international travel for VP and staff; manage itineraries.
• Prepare detailed itineraries for leadership visits and audits.
• Prepare and submit expense reports; reconcile corporate-card transactions.
• Maintain spending reports and track commitments against budgets.

Skills

Microsoft 365

Communication skills

Calendar management

Liaison and coordination

Education

Associate degree or equivalent

Tools

Concur

Oracle ERP

Job description

Coherent Corp. in Budd Lake, NJ is seeking a senior administrative professional to support the VP and BU leadership.

You will manage complex calendars, coordinate cross-functional meetings across multiple locations, and liaise with internal and external stakeholders worldwide. Responsibilities include preparing correspondence, presentations, and leadership briefing materials, organizing BU events, and handling travel arrangements with careful attention to budget and confidentiality.