Executive Assistant

Job Overview

The Executive Assistant serves as a vital support to the NI Optical Network leadership team, providing administrative assistance that is essential for smooth and efficient operations. This role requires a motivated, detail-driven individual comfortable operating in a fast-paced global environment, facilitating effective communication and organizational coherence.

Key Responsibilities

• Oversee executive support functions including managing calendars, coordinating travel plans, processing expenses, and general administrative duties.
• Handle executive communications by managing incoming calls, responding to emails, and preparing confidential correspondence.
• Create polished corporate documents, presentations, and materials for leadership and team meetings.
• Collaborate closely with senior leaders to prioritize tasks, prepare for meetings, and ensure follow-ups are executed promptly.
• Attend meetings to take notes and oversee action item tracking and project follow-ups.
• Plan and facilitate virtual and in-person events such as leadership gatherings and employee appreciation programs.
• Maintain thorough filing systems while safeguarding sensitive information with discretion.
• Foster strong relationships within the global team to enhance cross-functional collaboration and communication.
• Lead or contribute to special projects and process improvements aimed at boosting team productivity and efficiency.
• Leverage AI tools like MS Copilot and Claude Cowork to optimize administrative workflows.

Qualifications and Skills

• A Master's degree in Business Administration, Science, Technology, or related fields is preferred.
• More than 6 years of professional experience, including a minimum of 3 years supporting senior executives.
• Excellent command of Microsoft Office applications and data consolidation techniques.
• Strong English communication skills, both oral and written, with confidence in engaging executive stakeholders.
• Proven ability to juggle multiple priorities, multitask effectively, and resolve problems independently.
• Resourcefulness and a proactive approach to enhancing processes and eliminating bottlenecks.
• Exceptional aptitude for building relationships and collaborating across teams and locations.
• Experience managing large-scale leadership meetings, team operations, and event planning is advantageous.
• Flexibility to adapt and eagerness to acquire new skills and tools.
• Demonstrated sound judgment and professionalism when managing sensitive issues and competing demands.