Administrative Assistant & Office Coordinator

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. Key Responsibilities: 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 Education and Experience You'll Need: 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 manage competing deadlines and shifting priorities Meticulous attention to detail with strong problem-solving and follow-through Excellent written and verbal communication skills, with a polished and professional presence Demonstrated ability to multi-task, anticipate needs, and operate independently Proven ability to build effective relationships with executives, colleagues, vendors, and external partners Positive, proactive demeanor with a high sense of ownership and accountability Preferred Qualifications: Associate’s or Bachelor’s degree Experience supporting bookkeeping or financial administration Exposure to or experience in Human Resources administration Experience working with SAP or other ERP system Competencies You'll Need: The Administrative Assistant & Office Coordinator will possess technical skills, interpersonal skills and industry knowledge to perform their role, including: Accountability Takes responsibility for all work activities and personal actions Follows through on commitments, and acknowledges and learns from mistakes Commitment Acts according to the principles, vision and values of the organization Shows support and enthusiasm in their work assignments Communication Demonstrates the ability to clearly get a point across Shows acumen in writing, listening, and reading comprehension Dependability Shows up to work on time and is fully utilized and accounted for during work hours Is relied upon and available when additional time and effort is required Integrity Behaves honorably and ethically, is truthful and can be trusted Uses sound judgement in decision making Problem Solving Effectively identifies issues and evaluates options Seeks guidance to resolve issues in the best interest of the organization Quality Works to the highest of quality standards by identifying problems, testing and checking their work, and paying close attention to detail Looks for ways to improve quality within their work area Teamwork Works effectively in inter-department and inter-company teams Understands their role in a workgroup Technical Expertise Demonstrates depth of knowledge and skills, and applies technical expertise Looks for opportunities to advance their technical skills Time Management Ability to achieve desired results within given time frames Decides between conflicting priorities or seeks guidance Who We Are: Anton Paar's high-precision instruments help our customers develop every-day products from your shampoo to your shoes, your lunch and favorite beverages, your computer and medication, jet engines, batteries and the pavement on which you commute every day. We help Fortune 500 companies of almost every industry sector, start-ups, and leading universities conduct their research and quality control. Owned by the charitable Santner Foundation, our investment into R&D is unmatched and leads to industry-leading products. We maintain fiscal stability and independence so we can handle today's and tomorrow's challenges, and aim to provide meaningful, long-term workplaces for all employees. Anton Paar is headquartered in Graz, Austria, and operates worldwide. What We Do: Anton Paar QuantaTec manufactures instruments for characterization of powders and porous materials using techniques like physisorption, chemisorption, gas pycnometry, mercury intrusion porosimetry, capillary flow porometry amongst others. Supervision Exercised This role is an independent contributor who is a member of multiple teams and does not have supervisory responsibilities. Physical Requirements & Working Conditions While performing the duties of this position, the employee is regularly required to sit, stand, walk, observe, communicate and handle items such as computers, machinery and other equipment. The employee must occasionally lift and/or move up to 20 pounds. In regards to organizational issues, the employee will comply with the regulations set forward in the Anton Paar Employee Handbook, except if otherwise stated. Anton Paar QuantaTec Inc. is an Equal Opportunity Employer. Employment opportunities at Anton Paar QuantaTec Inc. are based upon one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to: age, race, color, religion, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity, national origin, genetic information, sickle cell trait, marital status, disability, veteran status or any other characteristic protected by law. #LI-JM2