[Hiring] Executive Assistant @Ciena

Role Description

As a Senior Administrative Assistant, you will partner with the assigned VP and GM(s) to ensure the efficient operation of the supported organization. In this role, you will regularly interact with functional groups such as Sales, Product Management, Marketing, R&D, Operations, Human Resources, Finance, etc. You will be responsible for both internal and external communications applicable to the supported organization, as well as relationship management with third parties such as customers, suppliers, and partners. You’ll play an important role in the creation and execution of projects and various events and spearhead both business operations (analysis, dashboards) and general administration management (travel, calendar).

• You will serve as the primary point of contact for internal and external executives, team members, customers, etc. on all matters pertaining to the executive's office.
• Responsible for anticipating and managing needs of the organization to enable the focus on strategic decision-making while minimizing the executive’s involvement in administrivia.
• You will be accountable for a broad variety of administrative tasks including proactive calendar management, the completion of expense reports, preparation of correspondence and arranging complex and detailed travel plans, itineraries, and agendas.
• Lead and manage a variety of small to mid-size special projects, including those requiring detailed analysis, reporting on moderately complex topics and issues, as well as stewarding ad hoc event logistics.
• Develop and coordinate presentations/visuals (including creating, formatting materials for presentations using PowerPoint, Word and Excel), disseminate information, develop agendas, and prepare meeting minutes.
• You will undertake special and/or continuous research and data analysis tasks where judgement is required. You’ll also analyze problems of diverse scope, determine approach, compile and review data, and prepare reports and recommendations.
• Focus on developing and maintaining operational dashboards to provide weekly insights into the rhythm of the business.
• Dedicated focus on continuous improvement with the ability to drive it throughout the organization.
• Demonstrable technical savvy, ability to understand our business and the technology that we use to support our organization and customers.
• Ability to maintain strict levels of confidentiality at all times.

Qualifications

• High school diploma.
• Proven experience in a Senior Administrative Assistant role, or comparable experience.
• Demonstrated expertise with office technology and procedures such as PC proficiency, Microsoft Office Suite, Oracle, and the preparation and management of purchase orders.
• Flexibility relative to hours of work – particularly given Executive travel schedules.
• Demonstrated business savvy where judgment and discretion were key components of the role.
• Effective communicator (executive presence, synthesized messaging (+) strong written/verbal/visual/video/social skills).

Requirements

• Bachelor’s Degree (Asset).
• International business exposure (Asset).

Benefits

• The annual pay range for this position is $69,300 - $110,700 USD.
• Non-Sales employees may be eligible for a discretionary incentive bonus, while Sales employees may be eligible for a sales commission.
• Comprehensive benefits package, including medical, dental, and vision plans.
• Participation in 401(K) (USA) & DCPP (Canada) with company matching.
• Employee Stock Purchase Program (ESPP).
• Employee Assistance Program (EAP).
• Company-paid holidays, paid sick leave, and vacation time.
• Compliance with all applicable laws regarding Paid Family Leave and other leaves of absence.