Executive Admin

Organization Summary

Founded in 1981, Amtech Systems is a publicly traded company (Nasdaq: ASYS) supplying essential equipment, services, and consumables to the semiconductor industry. Our Semiconductor Fabrications Solutions (SFS) business provides consumables, parts, and services for power semiconductor and mature node semiconductor OEMS. Our Thermal Process Solutions (TPS) business provides equipment and services for semiconductor advanced packaging applications, electronic assembly, and power semiconductor packaging. The company manufactures products in several factories in the US and China and serves global customers.


Summary Objectives

The Executive Administrator provides high-level administrative, operational, and logistical support to the Senior Leadership Team (SLT) and broader organization. This role serves as a trusted partner to executive leadership by managing calendars, coordinating meetings and travel, supporting Board administration, overseeing office operations, and ensuring an exceptional experience for employees, visitors, customers, and business partners.

The ideal candidate is highly organized, service-oriented, proactive, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

Executive & Leadership Team Support

• Provide administrative support to members of the Senior Leadership Team (SLT).
• Manage executive calendars, scheduling priorities, meeting logistics, and travel coordination.
• Coordinate SLT and Leadership Team meetings, including agendas, meeting materials, logistics, action tracking, and follow-up.
• Collect, compile, organize, and post Board meeting materials while maintaining strict confidentiality.
• Support executive communications, presentations, and special projects as required.

Travel & Expense Administration

• Serve as the internal subject matter expert for Concur travel and expense management.
• Support employees, including Field Service Engineers (FSEs), with travel bookings, expense reports, and Concur-related questions.
• Drive compliance with company travel and expense policies.
• Identify opportunities to reduce travel costs through hotel negotiations, travel planning, and process improvements.
• Maintain preferred hotel relationships and negotiate favorable rates for employees, customer visitors, and business partners, particularly within the Westford area.

Office Operations & Reception

• Manage front desk and reception activities, ensuring a professional and welcoming environment.
• Coordinate visitor and customer visit preparation, including welcome boards, meeting room setup, catering, and logistics.
• Maintain office supplies, healthy snacks, and workplace inventory.
• Coordinate incoming and outgoing shipments related to office and event activities.
• Maintain employee contact information and organizational distribution lists.

Meeting & Event Coordination

• Coordinate internal meetings, executive meetings, customer meetings, and team events.
• Arrange meeting rooms, audio/visual support, catering, and logistics.
• Plan and execute company celebrations and employee engagement activities, including:
• Holiday parties
• Holiday luncheons
• Employee recognition events
• Corporate outings and special events
• Support executive and customer events to ensure professional experience consistent with company standards.

Marketing & Trade Show Support

• Provide administrative and logistical support for tabletop trade shows and industry events.
• Coordinate registration deadlines, sponsorship payments, vendor communications, and event logistics.
• Prepare shipping documentation and coordinate the shipment of marketing materials, displays, and promotional items.
• Track event timelines and ensure deliverables are completed on schedule.

Administrative & Operational Excellence

• Develop and maintain efficient administrative processes and procedures.
• Manage sensitive and confidential information with discretion.
• Support cross-functional initiatives and special projects.
• Identify opportunities to improve organizational effectiveness and administrative efficiency.
• Present a professional and positive image of the company to employees, customers, vendors, and visitors.

QUALIFICATIONS

Required Education & Experience

• Associate's degree or equivalent experience required; Bachelor's degree preferred.
• 5+ years of executive administrative, office management, or senior administrative support experience.
• Experience supporting senior executives and leadership teams.
• Experience coordinating travel, meetings, events, and expense management.
• Proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, Excel, and Concur.

Skills & Competencies

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities with attention to detail.
• Strong customer service mindset and professional presence.
• Ability to work independently and proactively solve problems.
• High level of discretion and ability to handle confidential information.
• Skilled at building relationships across all levels of the organization.
• Demonstrated ability to influence administrative processes and drive continuous improvement.