1. Support the Ciena Director primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
2. Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows
3. Manage communication with employees by liaising with internal and external executives on various projects and tasks
4. Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
Responsibilities
5. Manage professional and personal scheduling for Ciena Director, including agendas, mail, email, phone calls, client management, and other company logistics
6. Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
7. Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals
8. Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
9. Maintain professionalism and strict confidentiality with all materials
10. Organize team communications and plan events, both internal and off-site
Required skills and qualifications
11. Four or more years of experience in an administrative role reporting directly to upper management
12. Excellent written and verbal communication skills
13. Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
14. Proficiency with office productivity tools and an aptitude for learning new software and systems
15. Flexible team player, willing to adapt to changes and unafraid of challenges
16. Ability to maintain confidentiality of information related to the company and its employees
Preferred skills and qualifications
17. Experience in overseeing budgets and expenses
18. Experience in developing internal processes and filing systems
19. Excellent English (written and spoken)
20. Expert in Powerpoint, MS Word, Excel, Confluence ,
21. Manage Calendars,
22. Proficient in taking notes and followup on actions
23. Available EST from 8 AM to 5 PM