The Executive Assistant / Office Coordinator (Finance)
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 of 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?
We're looking for an experienced and proactive Executive Assistant / Office Coordinator to support our President and ensure smooth day-to-day operations of the office. This role is ideal for someone who thrives in a dynamic environment, excels at managing complex schedules and communications, and enjoys being the central point of contact for both internal teams and external partners.
You will play a key role in supporting executive leadership while overseeing office operations and special projects. A high degree of professionalism, discretion, and attention to detail is essential.
Sound Interesting?
Here's what you'll do:
Executive Support
- Manage complex and ever-changing calendars, travel, and logistics for the President
- Draft, review, and respond to emails and correspondence on behalf of the President
- Anticipate needs and proactively provide support to ensure preparedness for meetings and events
- Coordinate executive communications, prepare reports and PowerPoint presentations
- Attend meetings, take notes, track action items, and follow up on project deliverables
- Act as a key liaison between the President and internal/external stakeholders
- Support expense management and invoice processing (Concur, Workday)
- Execute and lead special projects from start to finish
Office Coordination
- Serve as the main point of contact for vendors, office services, and building management
- Oversee office supply inventory, mail/shipping, and training center logistics
- Support visitor check-in, office presentation, and company event planning
- Maintain office records and administer parking and onboarding logistics
- Support EHS and safety-related office initiatives
Do you qualify?
- Bachelor's degree
- 5-7 years of progressive administrative experience in a fast-paced corporate environment
- Strong organizational and project management skills
- High emotional intelligence and ability to work with all levels of the organization
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
- Experience with Concur, Workday, or similar platforms
- Exceptional written and verbal communication skills
- Ability to maintain discretion and confidentiality at all times
- Comfortable supporting executive-level leadership and coordinating with senior stakeholders
- Flexible and adaptable, with a proactive and solution-oriented mindset
Compensation:
The annual pay range for this position is $73,000 - $91,000
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:
Maria Khalil
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).
