Administrative Assistant / Office Manager

Newport Corp.

Milpitas, CA

Spectra-Physics, Ophir, Newport and ESI are brands within the MKS Instruments Photonics Solutions division. We provide a full range of solutions including lasers for precision industrial and scientific research applications, laser and LED measurement, beam profiling, precision motion control, optical tables and vibration isolation systems, photonics instruments, temperature sensing, opto-mechanical components, optical elements, and systems for flexible PCB laser processing, high-speed MLCC testing, and CO2-laser-based systems HDI PCB and IC substrate manufacturing. MKS Photonics Solutions enhance our customers’ capabilities and productivity in the semiconductor, advanced electronics and specialty industrial markets.

We are looking for an exceptional Executive Assistant who can

  • Provide professional administrative support with the highest levels of confidentiality
  • Proactively support multiple executives with key activities including calendar management, future travel scheduling, travel document support, expense report creation and maintaining organization charts & distribution lists
  • Provide meeting planning and coordination, including creating agendas and itineraries, scheduling conference rooms (internal or external), ordering lunches and/or making restaurant reservations
  • Maintaining the office area and office supply store rooms.
  • Manage TEAMS and SharePoint folders and assemble predefined data, reports, presentations to support the management of the business

What will you bring to the team, along with your creativity, prioritizing skills and personal discernment, is your

  • Flexibility: Ability to prioritize and multitask in a fast-paced, deadline driven environment
  • Integrity: Ability to exercise discretion with sensitive/confidential material or matters
  • Self Motivation: Ability to exercise judgement and drive results with a service oriented attitude
  • Teamwork: Work effectively and collaboratively with the broader administrative team across MKS
  • Innovation: proactively seeking opportunities for process improvement
  • Skills: expertise in MS Office Suite (Outlook, Teams, Excel, Word, PowerPoint)
  • Experience: at least 6 years supporting multiple executives
  • Education: High school diploma
  • An outstanding candidate will bring
    • Knowledge of SAP or other ERP system
    • Knowledge in Workday HRIS system
    • Associate degree or Bachelor’s degree

MKS is an equal opportunity employer, including disability, veteran status and all categories protected by law. Please review our EOE statements for additional details.

Compensation and Benefits:
Salary Pay Range: $31.73 - $58.93 per hour. This range is a good faith estimate of the expected salary range for this position, based on a wide range of factors including qualifications, experience and training, operational and business needs and other considerations permitted by law. At MKS, it is not typical for an individual to be hired at or near the top of the range for the role.

Bonus: This position is eligible for a discretionary annual bonus, in an amount to be determined by MKS [or as applicable].

Benefits: MKS offers a comprehensive benefits package, including health insurance coverage (medical, dental and vision), 401(k) with company match, life and disability insurance, 11 paid holidays, sick time, 15 paid vacation days, [6 weeks fully paid] parental leave, adoption assistance and tuition reimbursement [and for participation in any stock programs, signing bonus, etc.].


Globally, our policy is to recruit individuals from wide and diverse backgrounds. However, certain positions require access to controlled goods and technologies subject to the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR). Applicants for these positions may need to be “U.S. persons.” “U.S. persons” are generally defined as U.S. citizens, noncitizen nationals, lawful permanent residents (or, green card holders), individuals granted asylum, and individuals admitted as refugees.

MKS Instruments, Inc. and its affiliates and subsidiaries (“MKS”) is an affirmative action and equal opportunity employer: diverse candidates are encouraged to apply. We win as a team and are committed to recruiting and hiring qualified applicants regardless of race, color, national origin, sex (including pregnancy and pregnancy-related conditions), religion, age, ancestry, physical or mental disability or handicap, marital status, membership in the uniformed services, veteran status, sexual orientation, gender identity or expression, genetic information, or any other category protected by applicable law. Hiring decisions are based on merit, qualifications and business needs. We conduct background checks and drug screens, in accordance with applicable law and company policies.

MKS is committed to working with and providing reasonable accommodations to qualified individuals with disabilities. If you need a reasonable accommodation during the application or interview process due to a disability, please contact us at: .

If applying for a specific job, please include the requisition number (ex: RXXXX), the title and location of the role