Executive Assistant

Ciena is committed to our people-first philosophy. Our teams enjoy a culture focused on prioritizing a personalized and flexible work environment that empowers an individual’s passions, growth, wellbeing and belonging. We’re a technology company that leads with our humanity—driving our business priorities alongside meaningful social, community, and societal impact.

How will you contribute?

• Managing day-to-day administrative processes associated with the organization with a high level of responsibility and prioritizing and completing projects within a specified deadline.
• Engaging with executive staff and clients professionally and efficiently while maintaining the confidentiality of sensitive, private, and privileged information.
• Managing and maintaining complex calendars that included: planning, coordinating, and executing all requested meetings and events, including quickly adapting to changes in schedules and logistics requirements.
• Arranging domestic and international travel logistics for executives, including booking flights, accommodation, and ground transportation.
• Screening and documenting incoming calls.
• Attending team meetings, generating meeting minutes with key decisions, organizing action items, working with assigned leaders to ensure appropriate follow up.
• Using independent judgment and initiative to anticipate issues, resolve problems, make recommendations, determine when and if executive action was required, and consulted supervisor as appropriate.
• Assisting executives with creating and formatting slide decks for internal and external presentations, incorporating rebranding and relevant graphic design elements.
• Coordinate executive meetings in person at customer forums as needed to ensure logistics and executive meetings ran efficiently.
• Interfacing and coordinating activities between various departments (including IT, purchasing), customers, partners and other third parties.
• Working closely with cross-functional executive administrators.
• Mentoring new executive administrative assistants and other administrators when required.
• Developing and tracking key KPIs across the team to track strategic goals, milestones and accomplishments.
• Creating, managing, and delivering executive level reporting, including weekly, monthly, quarterly status reports to manage risks and issues, and improve team communication and collaboration.
• Managing a centralized repository of Resource Management processes and developing process improvements to minimize complexities and optimize operations. 
• Preparing complex meeting agendas and coordinating logistics for internal and external meetings, including All-Hands sessions, monthly Managers Meetings, and Lunch n Learn series; ensuring that objectives are clear, and preparation is appropriate. 
• Managing internal communication channels, including mailers, portal publications, and key announcements, ensuring timely and effective distribution of information.
• Program Managing onboarding and offboarding of FTE and Contingent workers in accordance with our Resource Management processes and policies to ensure resources are timed for key project milestones.
• Managing expense reports and tracking events budgets, ensuring accuracy and adherence to financial guidelines and internal policies.
• Coordinating, editing, and creating content for organization's weekly newsletter, highlighting events, industry updates, internal recognitions, and upcoming initiatives.
• Developing compelling content for organizational announcements, publications, upcoming events, award ceremonies, and presentations.
• Supporting the creation and lifecycle management of purchase orders and requisitions for the organization through I Procurement, including vendor onboarding and relationship management.

• Planning and executing events for internal and external purposes, ensuring all details are meticulously coordinated and executed to the highest standards.
• Arranging and coordinating services for participants, such as conference facilities, catering, signage, displays, audio-visual equipment, accommodation, transport, and social events.
• Managing internal event registration processes and coordinating external registrations for executives.
• Contributing to the Global Event Marketing strategy through the efficient management and execution of event logistics, including overseeing event schedules, updating event management systems and communication platforms, and actively participating in pre-event planning sessions.
• Project management for internal marketing initiatives from conception to execution, ensuring timelines and deliverables are met.

Qualification:

Bachelor's/ Master's Degree in the relevant field

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