Administrative Assistant

Overview:

We’re looking for a bold, kind, connector to partner with NI’s Marketing Leadership Team. As an essential member of the team, the Principal Administrative Assistant will work closely with several executives in a dynamic, fast-paced environment. This trusted partner maintains focus on executive and team priorities, ensures expectations are clear, drives action item follow-up, and assists in internal events and organizational communications. Ideal candidate is confident, pleasant, organized, and dedicated.

Essential functions will be:

• Minimum 6+ years’ work experience supporting executives, preferably with a medium-to-large sized corporation
• Strong leadership and interpersonal skills, with ability to build trust and achieve consensus
• Professional Maturity: strong emotional intelligence, integrity, able to take the good with the bad
• High tolerance for ambiguity
• Business awareness and sensitivity
• Act as liaison to executives with all levels of staff
• Able to judge the relative importance of issues and act independently to address them proactively
• Advanced communication and organization skills, including drafting response emails, communication plan for staff after a key event
• Able to learn on the fly in a fast-paced, complex environment
• Advanced communication and sense of ownership of executives’ success
• Partnering to balance business and personal commitments for respective executives
• Proactively take on new tasks or projects with limited instruction
• Superior time management and multitasking skills with demonstrated ability to successfully handle multiple projects/assignments
• Enhance the productivity of executive by assuming responsibility for key leadership outcomes and deliverables
• Proactively manage all domestic and international travel arrangements, including air, hotel & ground transportation, visa assistance, and detailed itineraries. Work with local and international teams to ensure trip objectives, outcomes, and presentation expectations are identified, communicated, and agreed to in advance of departure
• Accurately complete complex expense reports, including multicurrency with various exchange rates
• Proactive management of meetings, commitments (business/personal), and communication (calendar, email, scheduling internal & external meetings, conference calls, appointments, etc.) Ensure meeting objectives, agenda, and preparation requirements are communicated in a timely manner
• Research and/or prepare materials for meetings and presentations; compile reference materials as needed as directed by executive
• Assist with planning and execution of large meetings and events, including managing all logistics such as catering, gathering, and delivering supplies, and offsite errands in preparation for the event
• Submit invoices and manual check requests & wire transfers for payment
• Order business cards, supplies, meals, equipment, and other items as necessary
• Proven ability to quickly learn new systems and processes
• Is current and proficient in trends, concepts, technologies, and best practices within profession
• Consistently demonstrates positive attitude
• Motivates others towards completion of tasks and assignments
  

Basic Qualifications:

• 6 years of experience supporting senior management or executives
• Experience handling sensitive and confidential material
• Experience with calendar management tools (examples: Outlook, Google, and iPhone)
• Advanced skills in all aspects of MS Office (Outlook, Word, Excel, PowerPoint, OneNote, SharePoint) including experience using Microsoft TEAMS
• College degree preferred
• Experience in medium to-large sized corporations preferred
• Professional Maturity: strong emotional intelligence, integrity, able to take the good with the bad
• High tolerance for ambiguity
• Business awareness and sensitivity
• Ability to make decisions in the best interest of the organization
• Strong leadership and interpersonal skills, with the ability to build trust and achieve consensus

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