Job Description
The Executive Assistant will be an integral part of the NI Optical Network team, offering comprehensive administrative support to senior leaders. This role demands a high-energy, detail-oriented individual who can thrive in a dynamic, global setting. The successful candidate will create a seamless support system, ensuring efficient day-to-day operations and effective communication across teams.
How You Will Contribute And What You Will Learn
- Manage executive support activities: calendar management, travel arrangements, expense processing, and general administration.
- Coordinate executive communications: handle calls, respond to emails, and prepare correspondence with discretion.
- Prepare high-quality corporate documents, presentations, and meeting materials for leaders and teams.
- Partner with senior leaders to manage priorities, prepare for meetings, and ensure timely follow-up on commitments.
- Participate in meetings, capture notes, and manage action items for team meetings and project coordination.
- Plan and execute virtual/in-person events, including leadership meetings and staff appreciation activities.
- Maintain organized filing systems and ensure confidentiality in handling sensitive information.
- Build trusted relationships across the global team, improving collaboration and communication.
- Lead/support ad hoc projects and process improvements, enhancing team effectiveness and efficiency.
- Utilize AI assistants like MS Copilot and Claude Cowork to streamline administrative tasks.
Key Skills And Experience
- Master's degree in Business Administration, Science, Technology, or a related field is preferred.
- 6 + years of overall experience, with at least 3 years supporting senior management or executive leadership.
- Strong proficiency in Microsoft Office tools and data handling/consolidation.
- Excellent verbal and written communication skills in English, with confidence in interacting with leaders and partners.
- Ability to manage multiple priorities, multitask, and problem-solve effectively.
- Resourceful and proactive mindset, with a track record of improving processes and removing obstacles.
- Strong relationship-building skills and the ability to collaborate across functions and geographies.
- Experience coordinating leadership meetings, team operations, and events at scale is an advantage.
- Adaptability and willingness to learn new tools and systems.
- Sound judgment and professionalism in handling sensitive information and competing priorities.
