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 handles a wide range of administrative tasks independently on site. They are proactive, resourceful, and efficient, serving as the primary point of contact for internal and external matters related to the President. This role interacts with staff at all levels, oversees office management, and manages special projects with professionalism and confidentiality. Strong written and verbal communication skills, along with keen attention to detail and decision-making ability, are essential.

Sound Interesting?

Here's what you'll do:

Administrative Support:

• Manage an active calendar of appointments and schedule meetings.

• Complete expense reports and compose/prepares correspondence, including highly confidential information.

• Arrange detailed travel plans and itineraries for the executive.

• Anticipate the executive's needs in advance of meetings and conferences.

Communication and Coordination:

• Keep the President well-informed of upcoming commitments and responsibilities.

• Prioritize inquiries and requests, making judgments and recommendations as needed.

• Act as a liaison between the President and other internal departments.

Project Management:

• Work independently and collaboratively on projects from inception to completion.

• Attend meetings, create meeting notes, and follow up on action items.

Additional Responsibilities:

• Act as Concur and Workday administrator/delegate for the President.

• Execute special projects as needed.

• Perform other duties within the scope of executive assistant work as assigned by the President.

Office Coordination:

Vendor Management:

• Partner with and manage relationships with all vendors, including building services, office suppliers, etc.

• Provide administrative support for office and training center needs.

• Oversee office inventory and handle shipping/receiving of mailings.

• Coordinate office presentations, special events, and gatherings.

Facilities Management:

• Oversee office resources, including parking administration and new hire onboarding processes.

• Support Environmental Health and Safety (EHS) functions related to safety and security.

Do you qualify?

Education and Experience:

• Bachelor's degree.

• Minimum 5-7 years of progressive administrative experience.

Skills and Abilities:

• Exceptional organizational skills and impeccable attention to detail.

• Highly analytical.

• Proactive calendar, schedule, and resource management.

• Excellent communication skills, both oral and written.

• Above-average technical skills, including proficiency in MS Office and other software.

• Good project management skills.

• Ability to prioritize tasks based on business needs.

• Positive energy and a team-player mindset.

Personal Attributes:

• Self-starter with the ability to work independently.

• Ability to remain composed and effective in high-pressure situations.

• History of building relationships and alignment with company leaders.

• Highly flexible and adaptable to changing situations.

• Willingness to learn and stay updated on business-related issues.

• Availability for non-standard working hours.

• Integrity and discretion in handling confidential information.

Leadership and Professionalism:

• Ability to lead when necessary.

• Professionalism and personal neutrality in dealing with diverse groups.

• Act as an ambassador for the department.

Working Conditions and Special Demands:

Onsite Requirement: Expected to work onsite at the White Plains office 5 days a week.
Domestic Travel: May be required to undertake domestic travel occasionally (5-10%).

The annual pay range for this position is $70,000 - $85,000

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 commissions. ZEISS also offers robust benefits, including medical plans, retirement savings plan and paid time off.

Your ZEISS Recruiting Team:

Zeiss provides Equal Employment Opportunity without unlawful regard to an Applicants race, color, religion, creed, sex, gender, marital status, age, national origin or ancestry, physical or mental disability, medical condition, military or veteran status, citizen status, sexual orientation, pregnancy (includes childbirth, breastfeeding or related medical condition), genetic predisposition, carrier status, gender expression or identity, including transgender identity, or any other class or characteristic protected by federal, state, or local law of the employee (or the people with whom the employee associates, including relatives and friends).