Sr Administrative Assistant

II-VI UK, Ltd.; Budd Lake (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Coherent Corp. in Budd Lake, NJ seeks a Senior Administrative Assistant to provide primary support to the Vice President and BU Manager.

This role will manage complex calendars, coordinate cross-continental meetings, and serve as a professional liaison across internal and external stakeholders. The ideal candidate has 5+ years of administrative experience supporting leadership, strong Microsoft 365 skills, and experience with travel, expense reporting, and ERP systems.

Qualifications

• Associate degree or equivalent combination of education and relevant experience.
• Five or more years of progressively responsible administrative experience, including at least three years supporting a senior Sr. or leadership team.
• Demonstrated experience managing complex calendars, leadership meetings, events, domestic and international travel, and expense reporting.
• Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with corporate travel, expense-management, procurement, or ERP systems; Concur and Oracle is preferred.
• Strong written, verbal, proofreading, interpersonal, and cross-cultural communication skills.
• Demonstrated ability to anticipate needs, manage multiple deadlines and shifting priorities, solve problems, and complete assignments accurately with limited supervision.
• Sound judgment and a demonstrated ability to maintain strict confidentiality.
• Ability to work effectively with employees, Sr.s, vendors, customers, and visitors from different functions, locations, and cultures.
• Reasonable schedule flexibility during major events, Sr. travel, early-morning meetings with Germany, or urgent changes.

Responsibilities

• Provide primary Sr. administrative support to the Vice President and Business Unit Manager.
• Manage complex calendars and coordinate meetings across functions, locations, and time zones.
• Serve as a professional liaison among the VP, leadership staff, employees, customers, suppliers, visitors, and internal/external stakeholders.
• Screen and prioritize meeting and information requests, elevate time-sensitive matters, and prepare correspondence, presentations, reports, and Sr. briefing documents.
• Coordinate the Business Unit rhythm of business, including staff meetings, operating reviews, quality reviews, and employee communications.
• Develop and distribute agendas, pre-read packages, presentation materials, decisions, meeting notes, and action-item follow-up.
• Plan and execute site and Business Unit events from concept through completion, including leadership visits and all-employee meetings.
• Coordinate venues, audiovisual needs, catering, transportation, lodging, invitations, registration, and on-site support.
• Partner with Facilities, HR, Communications, IT, Security, Finance, and other functions to deliver events.
• Coordinate domestic and international travel for the VP and designated staff, including itineraries, travel documentation, and last-minute schedule changes.
• Prepare detailed itineraries and logistics for leadership visits, workshops, audits, and operational reviews.
• Prepare and submit expense reports; reconcile corporate-card transactions, receipts, travel charges, and event expenditures.
• Maintain recurring administrative spending reports; track commitments and spending against budgets.
• Support purchase requisitions, purchase orders, invoice coding, vendor setup, and payment-status follow-up.

Skills

Calendar management

Meeting coordination

Liaison with stakeholders

Travel coordination

Education

Associate degree

Tools

Concur

Oracle

Job description

Provide primary Sr. administrative support to the Vice President & Business Unit Manager and coordinated support to designated members of the Business Unit leadership team.

Manage complex and frequently changing calendars; prioritize requests, resolve conflicts, protect focus time, and coordinate meetings across functions, locations, and time zones.

Serve as a professional liaison among the VP, leadership staff, employees, customers, suppliers, visitors, and internal and external stakeholders.

Screen and prioritize meeting and information requests, elevate time-sensitive matters, and prepare correspondence, presentations, reports, organizational materials, and Sr. briefing documents.

Coordinate the Business Unit rhythm of business, including staff meetings, operating reviews, quality reviews, employee communications, and other recurring leadership forums.

Develop and distribute agendas, pre-read packages, presentation materials, decisions, meeting notes, and action-item follow-up when requested.

Plan and execute site and Business Unit events from concept through completion, including leadership visits, all-employee meetings, recognition events, training sessions, customer or supplier visits, team-building activities, and off-site meetings.

Coordinate venues, room layouts, audiovisual needs, catering, transportation, lodging, invitations, registration, visitor access, event budgets, contingency plans, and on-site support.

Partner with Facilities, Human Resources, Communications, IT, Security, Finance, and other functions to deliver safe, professional, and effective events.

Coordinate domestic and international travel for the VP and designated staff, including flights, hotels, ground transportation, itineraries, travel documentation, and last-minute schedule changes.

Coordinate leadership and employee logistics among Budd Lake, Port Richey, and Idar-Oberstein, accounting for time zones, local holidays, site-access requirements, and working hours.

Prepare detailed itineraries and logistics for leadership visits, workshops, audits, customer meetings, and operational reviews involving multiple sites.

Prepare and submit expense reports for the VP and other designated leaders accurately and on time; reconcile corporate-card transactions, receipts, travel charges, and event expenditures.

Maintain recurring administrative spending reports covering travel, events, purchasing, and other assigned Business Unit expenses; track commitments and actual spending against approved budgets.

Support purchase requisitions, purchase orders, invoice coding, vendor setup, and payment-status follow-up; partner with Finance, Procurement, and Accounts Payable to resolve discrepancies.

Requirements

Associate degree or equivalent combination of education and relevant experience.

Five or more years of progressively responsible administrative experience, including at least three years supporting a senior Sr. or leadership team.

Demonstrated experience managing complex calendars, leadership meetings, events, domestic and international travel, and expense reporting.

Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint.

Experience with corporate travel, expense-management, procurement, or ERP systems; experience with platforms such as Concur and Oracle is preferred.

Strong written, verbal, proofreading, interpersonal, and cross-cultural communication skills.

Demonstrated ability to anticipate needs, manage multiple deadlines and shifting priorities, solve problems, and complete assignments accurately with limited supervision.

Sound judgment and a demonstrated ability to maintain strict confidentiality.

Ability to work effectively with employees, Sr.s, vendors, customers, and visitors from different functions, locations, and cultures.

Reasonable schedule flexibility during major events, Sr. travel, early-morning meetings with Germany, or urgent changes.

Desired Qualifications

Some college in business administration, communications, hospitality, or a related discipline.

Experience supporting operations leadership in a manufacturing, technology, aerospace, photonics, or similarly regulated environment.

Experience coordinating international travel and meetings across global time zones.

Experience tracking departmental spending, reconciling expenses, processing invoices, or preparing budget reports.

Project coordination, event-planning, or office-management experience.

Familiarity with continuous-improvement practices and document-control requirements.

German-language ability or prior experience working with German colleagues is helpful but not required.

Working Conditions

Work is primarily performed in a professional office and manufacturing-site environment, with regular on-site presence expected to support leadership, visitors, and site events.

Periodic early-morning meetings may be required to coordinate with Germany; occasional evening availability may be needed for events or urgent travel changes.

Limited domestic and international travel may be required.

Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality and Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

CultureCommitment

Integrity – Create an Environment of Trust

Collaboration – Innovate Through the Sharing of Ideas

Accountability – Own the Process and the Outcome

Respect – Recognize the Value in Everyone

Enthusiasm – Find a Sense of Purpose in Work

Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor equipment, and consumer markets. Coherent provides a comprehensive career development platform within an environment that challenges employees to perform at their best, while rewarding excellence and hard-work through a competitive compensation program. It's an exciting opportunity to work for a company that offers stability, longevity and growth. Come Join Us!

Job Info

• Job Identification 2014201
• Posting Date 08/17/2026, 06:28 PM
• Degree Level Some College
• Job Schedule Full time
• Locations 200 International Drive, Budd Lake, NJ, 07828, US (On-site)