Administrative Assistant

At Air Products, we reimagine what’s possible. By tapping into the motivation of our people and our collective experience, we create the ideas and innovations that drive us forward. When we come together – where every voice is heard and everyone knows they belong and matter – we create solutions that launch people into space, support lifesaving care in hospitals, and enable the construction of groundbreaking, world scale production facilities.

Reimagine What’s Possible 

Administrative Assistant
Allentown, PA (Global Headquarters)

The Administrator provides administrative support to the Global Head of Compliance, along with administrative and program support for the Global Compliance and Global Trade Compliance functions. The role supports compliance programs, training, policies, records, systems, meetings, travel, expenses, vendors, and team resources. In a fast-paced global environment, the position independently handles routine responsibilities with appropriate guidance, anticipates needs, manages competing priorities, escalates urgent or sensitive matters, and protects confidential employee, investigation, legal, training, and compliance information with discretion and care.

The position operates in a high-visibility, fast-paced global environment with shifting priorities. It supports senior leadership, employees, external counsel, vendors, government agencies, service providers, and other internal and external stakeholders. The incumbent must handle routine matters independently, recognize when guidance, escalation, or leadership review is needed, and ensure timely follow-through. The role requires sound judgment, confidentiality, attention to detail, adaptability, a service mindset, and the ability to manage multiple tasks, deadlines, stakeholders, and priorities.

PRINCIPAL ACCOUNTABILITIES

This position is accountable for the following end results:

• Deliver comprehensive administrative support by managing complex calendars, resolving scheduling conflicts, coordinating global meetings and visitors, arranging domestic and international travel, preparing expense reports, supporting time-entry and purchasing processes, and tracking administrative items through completion.

• Prepare, format, proofread, and maintain polished correspondence, presentations, reports, meeting materials, organizational documents, and other confidential materials for senior-leader and team use.

• Administer core Compliance programs and processes by managing the Compliance inbox, routing and escalating inquiries and disclosures, supporting conflicts-of-interest disclosures, maintaining records and tracking systems, and coordinating annual re-disclosure and training campaigns.

• Support Compliance training and policy delivery by preparing rosters, validating audiences, coordinating assignments and communications, tracking completion, issuing reminders, retaining records, and supporting policy inventories, reviews, approvals, translations, publication, and document control.

• Maintain and continuously improve Compliance and Global Trade Compliance resources by updating SharePoint and intranet sites, document libraries, forms, dashboards, logs, spreadsheets, action lists, acquisition activity records, distribution lists, permissions, and other team resources; organize content for usability, maintain accurate and current information, manage access, and support employee self-service and knowledge management.

• Coordinate administrative and financial support for Compliance and Global Trade Compliance activities by arranging meetings and training sessions, preparing and distributing correspondence and documents, processing invoices and legal billing, supporting purchase orders and vendor setup, routing contracts, maintaining vendor records, and reconciling external counsel, service provider, software, and regulatory-resource expenses.

• Provide administrative and project support for Global Trade Compliance requirements by coordinating filings, scanning, printing, mailing, courier shipments, passport and visa needs, regulatory reference materials, recurring registrations and renewals, State Department registration activities, records coordination, and evolving systems, processes, and departmental priorities.

MINIMUM REQUIREMENTS AND QUALIFICATIONS

• High school diploma or GED required; associate or bachelor’s degree preferred.

• Minimum of five years of progressively responsible administrative experience, including experience supporting senior leaders or complex global teams.

• Experience in Legal, Compliance, Audit, Finance, Human Resources, or another confidential function preferred.

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Experience maintaining, organizing, and enhancing SharePoint or intranet sites, knowledge repositories, and employee-facing resources strongly preferred.

• Exceptional organization and prioritization skills, with the ability to manage multiple meaningful tasks, deadlines, stakeholders, and changing priorities while maintaining strong attention to detail.

• Strong written and verbal communication skills.

• High level of professionalism when interacting with employees, leaders, external counsel, vendors, and other internal and external stakeholders.

• Demonstrated discretion and experience handling confidential, sensitive, and critical information.

• Sound judgment and the ability to distinguish routine matters that can be handled independently from matters requiring guidance, escalation, or leadership review.

• Proactive, responsive work style, with the ability to anticipate needs, identify issues early, follow through independently, verify completion, and keep stakeholders appropriately informed.

• Flexibility, adaptability, and the ability to remain calm under pressure in a fast-paced global environment with shifting priorities.

• Service-oriented and collaborative approach, with the ability to build strong working relationships, treat others with respect, and support the success and well-being of leaders and teams served.

• Willingness and ability to learn new processes, systems, tools, and substantive compliance and trade-compliance concepts.

• Ability to exercise sound, practical judgment, protect confidential information, and determine when to act, seek guidance, or escalate.

• Ability to produce accurate, polished work and maintain reliable records, trackers, calendars, and communications.

• Ability to identify potential conflicts and needs early and offer practical solutions.

• Ability to learn existing processes and identify thoughtful opportunities to simplify, standardize, or improve administrative work.

• Comfort learning new technologies and digital tools, including AI, SharePoint, Microsoft 365, and other platforms that improve efficiency, knowledge sharing, employee self-service, and the employee experience.

WHAT WE OFFER

• Affordable medical, dental, and vision insurance available day one of employment

• 401(k) retirement savings plan with immediate vesting of company match and core contributions

• Paid vacation, holidays, and sick time

• Paid parental leave

• Adoption assistance

• Flexible Spending Accounts (medical, dependent daycare)

• Health Savings Account

• Life Insurance (AD&D), Supplemental AD&D

Air Products proudly values the skills, dedication, and leadership that Veterans offer. As a Veteran-friendly organization, we actively encourage and welcome Veterans to apply for various roles within our company. We recognize the outstanding strengths and experiences that Veterans contribute, and we foster a workplace that honors your service while providing a platform for professional growth.

#INDCOR

Founded in 1940, Air Products is a world-leading industrial gases company and has a proud history of innovation, operational excellence, with an unwavering commitment to safety and environmental stewardship. Working together, we are taking our passion and diverse backgrounds forward to reimagine what’s possible and generate a cleaner future for our customers, our communities, and the world.
  
We are an Equal Opportunity Employer (U.S.).  You will receive consideration for employment without regard to race, color, religion, national origin, age, citizenship, gender, marital status, pregnancy, sexual orientation, gender identity and expression, disability, or veteran status.  

Air Products is committed to working with and providing a reasonable accommodation to individuals with disabilities. If you have a disability and you believe you need a reasonable accommodation to search for a job opening or to submit an online application, please e-mail us at [email protected]. General application status inquiries are not answered by this mailbox rather you’ll receive an e-mail directly from our Career Center and/or the Talent Acquisition Specialist.