Administrative Assistant & Office Coordinator

Overview

Are you highly detail-oriented with a track record of executing at a consistently high level? Do you thrive in roles that require balancing multiple priorities and anticipating what’s needed next? Are you equally comfortable managing a CEO’s day as you are orchestrating meetings, events, and office operations? Do you excel in fast-paced environments where adaptability and sound judgment matter? If contributing to an innovative, global organization excites you, we'd love for you to apply for our Administrative Assistant & Office Coordinator position!

A Snapshot of What You ll Do:

This role serves as a trusted partner to the CEO and leadership team while owning the operational excellence of the executive office and workplace. You will closely support projects, tasks and the overall workflow of the Executive Office, Administration, Human Resources and Facilities in a timely, efficient and professional manner.

The Impact You’ll Make

The Administrative Assistant & Office Coordinator is a highly organized, detail-oriented professional who partners closely with the CEO and leadership team to ensure the executive office, facilities, and administrative operations run seamlessly. This role balances executive-level support with ownership of critical office and operational activities, enabling leaders to focus on strategic priorities.

• Serve as a trusted executive partner to the CEO
  , proactively managing a complex and dynamic calendar, coordinating executive visits, handling confidential matters, and supporting special projects from planning through execution
• Act as a central point of coordination for the executive team
  , providing high-level administrative support to directors and senior leaders, anticipating needs, aligning priorities, and ensuring seamless execution of meetings and initiatives
• Oversee day-to-day office and facilities operations
  , managing maintenance requests, coordinating with vendors, reviewing pricing, and making informed recommendations to ensure a professional and efficient workplace
• Coordinate employee training and development logistics
  , including ad-hoc and annual trainings and administration of the Anton Paar Learning Management System (LMS)
• Support onboarding and employee administration
  , coordinating new hires and processing required workflows within Notes and SAP systems
• Plan, organize, and execute employee events and programs
  , ensuring a polished and engaging experience for participants
• Manage logistics for executive, employee, and corporate meetings
  , including arranging food and beverage services for meetings, events, and celebrations
• Serve as the first point of contact for visitors
  , greeting guests, vendors, and trainees; managing sign-in procedures, issuing badges, and coordinating with internal stakeholders
• Coordinate complex travel and scheduling arrangements for employees, candidates, and visitors, including transportation, agendas, and itineraries
• Support annual and ad-hoc employee training visits
  , coordinating travel, transportation, schedules, and meals
• Maintain shared office spaces and internal communications
  , including bulletin boards, informational postings, and common areas
• Ensure kitchen and coffee areas are consistently stocked and maintained to support daily office operations
• Perform additional administrative and operational duties as assigned
  , supporting the evolving needs of the executive office and organization

The Administrative Assistant & Office Coordinator brings a high level of professionalism, discretion, and organizational rigor, with the ability to operate confidently in a fast-paced executive environment while managing office operations.

Required Qualifications:

• 3 - 5 years of proven experience in an executive administrative or senior administrative role
  , supporting senior leadership
• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel), including calendar and meeting management at an executive level
• Strong working knowledge of office systems and equipment
  , including printers, scanners, and related technology
• Exceptional time management and prioritization skills
  , with the ability to…