Executive Assistant and Administrative Coordinator

Administrative Support

Who We Are

Applied Materials is a global leader in materials engineering solutions used to produce virtually every new chip and advanced display in the world. We design, build and service cutting-edge equipment that helps our customers manufacture display and semiconductor chips – the brains of devices we use every day. As the foundation of the global electronics industry, Applied enables the exciting technologies that literally connect our world – like AI and IoT. If you want to push the boundaries of materials science and engineering to create next generation technology, join us to deliver material innovation that changes the world. 

What We Offer

Location:

Bangalore,IND

You’ll benefit from a supportive work culture that encourages you to learn, develop, and grow your career as you take on challenges and drive innovative solutions for our customers. We empower our team to push the boundaries of what is possible—while learning every day in a supportive leading global company. Visit our Careers website to learn more. 

At Applied Materials, we care about the health and wellbeing of our employees. We’re committed to providing programs and support that encourage personal and professional growth and care for you at work, at home, or wherever you may go. Learn more about our benefits. 

Description:

Job Description: Administrative Support

Role Summary:

Applied Materials, India Pvt Ltd is seeking a highly organized and proactive Executive Assistant / Administrative Coordinator to support senior leadership and ensure smooth office operations. This role demands discretion, agility, and a strong ability to manage multiple priorities in a dynamic, global environment.

•            Key Responsibilities:

Executive Support

• Manage calendars, travel arrangements, and meeting logistics for LT (leadership) level and support for each functional area.

• Prepare and manage correspondence, reports and confidential documents.

• Coordinate internal and external communications with professionalism.

• Organize meetings including agenda preparation, minutes, and follow-ups.

• Track and support functional strategic initiatives and cross-functional projects.

• Handle expense reports and procurement requests with accuracy and timeliness.

• Create, process, and track purchase orders (POs) in the ERP (Ariba) system.

• Coordinate with vendors for quotations, order confirmations, and delivery schedules.

• Maintain accurate records of procurement transactions and vendor communications.

• Support invoice processing and liaise with the finance team for payment follow-ups.

• Ensure compliance with internal procurement policies and procedures.

• Monitor stock levels and coordinate with inventory teams for replenishment needs.

Visitor & Facility Management

• Coordinate visitor logistics including security passes, reception liaison, and hospitality.

• Manage mailroom and courier services, ensuring timely distribution and dispatch.

• Liaise with vendors and facility teams for office supplies and maintenance.

• Monitor inventory and place orders as needed.

Technology & Document Support

• Act as a point of contact for quick tech support (PC, phone, AV) via GIS desk.

• Maintain document filing, archiving, and compliance protocols.

• Support basic finance tasks including bookkeeping and invoice tracking.

Travel Coordination

• Manage travel arrangements for executives and broader teams.

• Specialize in visa processing for high-travel countries (relevant to Applied Materials).

Health, Safety & Compliance

• Support compliance with health and safety protocols.

• Participate in floor walks with GWI, EHS, Security, and GIS teams.

Administrative Operations

• Support onboarding/offboarding processes for employees.

• Assist with rewards & recognition programs within the business unit.

• Ensure adherence to office policies and procedures.

Event Planning & Engagement

• Plan and execute office events, team outings, and festive celebrations.

• Coordinate logistics including venue booking, catering, and communications.

• Collaborate with HR and BU leaders to align events with company culture.

• Prepare new joiner profiles and BU event slides for All Hands meetings.

Qualifications:

• bachelor’s degree in business administration or related field.

• Minimum 5 years of experience supporting senior executives (VP or C-suite level).

• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).

• Strong communication, organizational, and multitasking skills.

• Professional demeanor and ability to work independently.

Preferred Skills:

• Experience in a global or matrixed organization.

• Familiarity with tools like Concur, SAP Ariba, SharePoint, and Microsoft Teams.

• Event planning or executive offsite coordination experience.

Key Performance Indicators (KPIs):

KPI Target/Expectation

• Calendar Accuracy & Optimization 98% conflict-free scheduling; proactive time blocking
• Meeting Preparedness 100% of meetings supported with agendas, materials, and follow-ups
• Communication Turnaround Respond to internal/external queries within 24 hours
• Travel & Expense Management 100% compliance; reports submitted within 3 business days
• Confidentiality & Discretion Zero incidents of data breaches or violations
• Stakeholder Satisfaction ≥90% satisfaction rating from VP and key stakeholders
• Project/Task Completion ≥95% of assigned tasks completed on time
• Process Improvement At least 1 documented initiative per quarter

Additional Information

Time Type:

Full time

Employee Type:

Assignee / Regular

Travel:

Yes, 10% of the Time

Relocation Eligible:

No

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.

Experience Level

Mid Level