Executive Administrative Assistant

Nokia • San Jose, CA

2d • $86,000 - $124,000 • Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative and operational support to the VP of Manufacturing Operations and helps enable the effectiveness of the broader manufacturing organization. This highly visible, onsite role calls for exceptional organization, judgment, discretion, and the ability to anticipate needs in a fast-paced technology and semiconductor manufacturing environment. The assistant serves as a trusted partner to leadership and coordinates across employees, functional teams, vendors, visitors, and other stakeholders. The role is based primarily in San Jose, with occasional onsite coverage and support at Fab 1 in Sunnyvale.

Requirements

• 10+ years of experience providing executive or senior-level administrative support.
• Demonstrated experience supporting senior executives and working effectively with stakeholders at multiple levels of an organization.
• Exceptional organizational and time-management skills, with the ability to balance competing priorities and changing business needs.
• A proactive and anticipatory approach, with the judgment to identify issues, resolve problems independently, and escalate when appropriate.
• Excellent written and verbal communication skills, with the confidence and professionalism to interact effectively with senior leaders and a broad range of stakeholders.
• High attention to detail and a strong commitment to accuracy and follow-through.
• Demonstrated discretion when handling confidential or sensitive business and employee information.
• Experience coordinating complex calendars, meetings, travel, events, and expense administration.
• Strong proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, and SharePoint.
• Adaptability and composure to manage last-minute changes and urgent requests in a dynamic environment.
• A collaborative, service-oriented mindset and the ability to build trusted working relationships across teams and functions.
• Ability and willingness to work onsite in San Jose and provide occasional coverage at the Sunnyvale Fab 1 location.

Nice To Haves

• Experience within semiconductor, advanced manufacturing, engineering, or another high-technology environment.
• Experience supporting executives with globally distributed organizations and multiple time zones.
• Familiarity with Concur or similar travel and expense systems.
• Experience coordinating executive visits, employee events, site activities, vendors, and workplace logistics.
• Bachelor's degree or an equivalent combination of education and relevant professional experience.

Responsibilities

• Provide proactive executive support to the VP of Manufacturing Operations by anticipating needs, managing priorities, and helping ensure effective use of leadership time.
• Manage a complex and evolving calendar, prioritizing meetings and coordinating schedules across multiple stakeholders and time zones.
• Coordinate meetings and leadership activities, including scheduling, room and logistics planning, agendas, materials, catering, and follow-up as appropriate.
• Manage domestic and international travel, including itineraries, accommodations, transportation, and associated expense processing.
• Support leadership communications and materials, including correspondence, presentations, reports, organizational documents, and other business materials.
• Serve as a trusted point of coordination between the VP, leadership teams, employees, functional partners, vendors, contractors, and visitors.
• Handle sensitive and confidential information with sound judgment, professionalism, and discretion.
• Support onsite business and workplace activities, including leadership visits, employee events, Fab tours, meetings, and other site priorities.
• Partner across Facilities, Security, IT, HR, Recruiting, and other teams to coordinate administrative and operational needs.
• Provide occasional coverage and onsite support at Fab 1 in Sunnyvale, based on business and leadership needs.
• Maintain strong follow-through on actions, commitments, requests, and priorities, helping ensure deliverables remain visible and on track.
• Identify opportunities to improve administrative processes and ways of working, enhancing efficiency, communication, and the overall effectiveness of the organization.
• Provide support for special projects and other business priorities as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed