Executive Administrative Assistant (On-Site) Environmental Health & Safety (EHS)

Executive Administrator

The Executive Administrator provides high-impact administrative, operational, and coordination support to the VP of Environmental Health & Safety (EHS) and enables effective execution across a global, matrixed EHS organization. This role manages complex calendar and travel logistics, supports key leadership rhythms (staff meetings, operating reviews, strategy sessions), and helps drive high quality, timely communications and follow-through on actions. The position requires excellent judgment, discretion with confidential information, and the ability to anticipate needs in a fast-paced environment.

Key Responsibilities

• Executive & Administrative Support
• Manage a complex, frequently changing executive calendar across multiple time zones; proactively resolve conflicts and protect focus time.
• Coordinate domestic and international travel, including itineraries, visas (as needed), expense reporting, and last-minute changes.
• Serve as a trusted gatekeeper for the VP, triaging requests, prioritizing actions, and ensuring timely responses and follow-up.
• Prepare and edit executive-ready materials (agendas, briefing notes, presentations, talking points) with accuracy and attention to detail.
• Handle confidential and sensitive information with discretion, including people matters, business strategy, and EHS incident communications.
• Leadership Rhythm, Meetings & Action Management
• Plan and run logistics for recurring leadership meetings (e.g., EHS leadership staff meetings, operating reviews, and cross-functional syncs).
• Build agendas in partnership with the VP and leadership team; collect pre-reads, consolidate inputs, and ensure materials are distributed on time.
• Capture decisions and action items, maintain action logs, and drive follow-up to closure across stakeholders.
• Coordinate complex events such as onsite leadership meetings, strategy sessions, and team offsites (rooms, catering, A/V, visitor access, site protocols).
• Administrative Operations (Budget, Procurement, and Vendors)
• Support EHS administrative operations including purchase requisitions/POs, invoice processing, vendor onboarding coordination, and budget tracking.
• Maintain distribution lists, org charts, and contact lists for the EHS leadership team and key partners.
• Coordinate onboarding/offboarding logistics for direct staff of the VP (access requests, equipment requests, and coordination with IT/HR per process).
• Maintain organized electronic filing for key EHS leadership materials and meeting artifacts; apply naming/version control discipline.
• Communications & Cross-Functional Coordination
• Draft and proofread internal communications on behalf of the VP (announcements, meeting notes, requests, and follow-ups) ensuring a clear and professional tone.
• Coordinate with key partners (HR, Finance, Legal, Security, Corporate Communications, and site EHS teams) to align on deliverables, schedules, and approvals.
• Assist with preparation and routing of leadership communications related to EHS initiatives, training/campaigns, and time-sensitive updates.
• Support logistics and tracking for high-priority items, including executive reviews, external engagements, and conference participation.

Qualifications

Required

• 5+ years of experience providing executive administrative support to a senior leader (Director, VP, or equivalent) in a complex, matrixed organization.
• Demonstrated ability to manage competing priorities, ambiguity, and frequent change with professionalism and calm.
• Excellent written and verbal communication skills; strong editing and formatting capability.
• Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel.
• High degree of integrity and discretion with sensitive and confidential information.

Preferred

• Experience supporting an EHS, operations, manufacturing, engineering, or regulated function.
• Experience supporting budget, procurement, and vendor processes.
• Experience coordinating global teams and leaders across multiple time zones.
• Associate's or Bachelor's degree (or equivalent experience).

Core Competencies

• Executive presence; sound judgment and ability to handle sensitive topics.
• Strong organizational skills; exceptional attention to detail and follow-through.
• Ability to anticipate needs, identify risks, and propose solutions proactively.
• Strong stakeholder management and collaboration across levels and functions.
• Clear, concise writing; ability to translate inputs into executive-ready outputs.
• Continuous improvement mindset (simplifying processes, templates, and routines).

Working Conditions & Travel:

This role is primarily office-based with regular collaboration via Microsoft Teams. Occasional domestic travel may be required to support leadership meetings and key events. Flexibility to support time-sensitive deliverables across time zones, including occasional early/late meetings, is expected.

Additional Information

Time Type: Full time

Employee Type: Assignee / Regular

Travel: Yes, 10% of the Time

Relocation Eligible: No

The salary offered to a selected candidate will be based on multiple factors including location, hire grade, job-related knowledge, skills, experience, and with consideration of internal equity of our current team members. In addition to a comprehensive benefits package, candidates may be eligible for other forms of compensation such as participation in a bonus and a stock award program, as applicable.

Applied Materials is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, national origin, citizenship, ancestry, religion, creed, sex, sexual orientation, gender identity, age, disability, veteran or military status, or any other basis prohibited by law.

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