Divisional VP Assistant

Your Role

We are looking for a highly organised Divisional VP Assistant to provide comprehensive administrative support to Vice Presidents within the Semiconductor Chamber Solutions Division. This is a busy, varied role requiring confident diary management across time zones, international travel coordination, and accurate expenses and invoice processing. You will also provide cover for the Executive Assistant to the President each Monday, offering direct support as required.

The Division

The Semiconductor Chamber Solutions divison is part of the Vacuum Technique business Area of Atlas Copco and was established in 2020 to focus on products that operate directly on the process chambers within the clean room of Semiconductor Fabs.  The majority of our equipment is sold directly to the tool manufacturers (OEM business driven) and we currently have four main product areas: STP turbomolecular pumps, CTI cryogenic pumps, Polycold chillers and our recently acquired Presys Valves.  Our headquarters is in Burgess Hill in the UK but we are a truly global division with our operations currently across the US, Mexico, Japan, Korea and China and sales centres around the world. Our mission is to be the leading innovation, productivity and sustainability partner to the semiconductor industries, by investing in people and technologies for a better future.

Responsibilities

Including but not limited to 

• Vice Presidents complex diary management, coordinating schedules across multiple time zones
• Coordinate all aspects of Vice Presidents travel, including international flights, visas, transfers, and accommodation
• Processing of invoices and expense reports in a timely manner using Concur and Esker
• Raise purchase order requisitions via the internal accounting system (Jaggaer)
• Maintain accurate holiday records on the Planning Calendar
• Source and coordinate venues for off‑sites, conferences, leadership team meetings, dinners, and associated accommodation
• Provide proactive administrative support to operational projects, ensuring key deadlines and priorities are met
• Maintain and manage SharePoint sites, ensuring documents are uploaded correctly and access permissions are appropriately controlled
• Support new joiners by arranging IT equipment, corporate credit cards, mobile phones, and coordinating induction activities
• Provide administrative support to overseas visitors during their time in the UK, as required
• Arrange catering for internal meetings and events as required
• Arrange UK taxi’s as required
• Collaborate closely with Executive Assistants and administrative colleagues across the Semiconductor Division on divisional initiatives
• Provide additional support to the Executive Assistant during peak periods
• Ensure full compliance with GDPR and company data protection standards in all administrative activitiesk

It goes without saying that you

• Have proven administration experience
• Have excellent spoken and written communication skills
• Are Computer literate with a good level of skill in the use of Microsoft Office packages including Outlook, Word, Excel, Powerpoint, Microsoft Teams and SharePoint 365
• Have knowledge of Concur system for booking travel and processing expenses
• Have travel booking experience ideally within Europe, Asia and Americas
• Have experience in a team environment and willing to be a team player
• Have a flexible approach, able to cope with constantly changing environment and priorities, work under pressure and handle variable workloads
• Demonstrate a high level of trust and discretion, capable of dealing with confidential and sensitive information
• Have an enthusiastic, helpful and collaborative personality and be able to build effective working relationships

We encourage you to apply even if you don't meet every single requirement. We value diverse experiences and perspectives and are excited to see what you bring to the role.

Its a bonus if you

• Have experience using Esker and/or Jaggaer (or similar invoicing and purchase order systems).
• Have experience managing SharePoint sites and access permissions.
• Have experience supporting leadership off-sites, conferences and large meetings end-to-end.
• Have experience coordinating travel across Europe, Asia and the Americas.
• Have previous experience providing cover/support to an Executive Assistant supporting a business leader.

In return, we offer

• Culture of trust and accountability
• Lifelong learning and career growth
• Innovation powered by people
• Comprehensive compensation and benefits
• Health and well-being

Job location

Hybrid
This role offers a hybrid working arrangement, allowing you to split your time between working remotely and being on-site at our Head office in Burgess Hill, West Sussex UK

We are also open to part-time working arrangements, provided availability includes Mondays (excluding Bank Holidays) to support the Executive Assistant role.

Contact information

 Talent Acquisition Team: Melanie Maria Guttridge