Provide high-level administrative support to senior leaders including calendar and travel management, communications, document and presentation preparation, meeting coordination and note-taking, event planning, filing/confidentiality, cross-team relationship-building, process improvements, and use of AI assistants to streamline tasks.
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.
Responsibilities- 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.
- 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.
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