Job Description

The Admin 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.

• 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.