Executive Administrative Assistant

Nokia; New Providence (NJ); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Nokia is seeking an Executive Assistant to provide comprehensive administrative and operational support to the Chief Technology Officer in a fast-paced environment. You will manage the CTO’s calendar, travel arrangements, and meeting requests, while coordinating leadership meetings, external events, and day-to-day logistics.

You will act as a liaison between the CTO, internal teams, and external stakeholders, ensuring seamless communication, supporting IT and security coordination, and handling

Qualifications

• Experience supporting C-Level Executives in global organizations.
• Ability to communicate across time zones and cultures.
• Excellent organizational and problem-solving skills.
• Ability to handle confidential information with discretion.
• Flexible and proactive, with strong judgment.

Responsibilities

• Manage CTO calendar and travel arrangements.
• Coordinate leadership meetings and external events.
• Liaise between CTO, internal teams and external stakeholders.
• Handle sensitive communications and confidential matters with discretion.
• Prepare reports, presentations, and organizational documents for leadership.

Skills

Strong communication

C-level support

Cross-timezone coordination

Discretion and confidentiality

Organizational skills

Problem-solving

Education

Business management qualification

Tools

Concur

Job description

Job Description

The Executive Assistant provides comprehensive administrative and operational support to the Chief Technology Officer (CTO) in a fast-paced and dynamic environment. This role manages the CTO’s calendar, travel arrangements, and meeting requests, while coordinating leadership meetings, external events, and day-to-day logistics. Acting as a key liaison between the CTO, internal teams, and external stakeholders, the Executive Assistant ensures seamless communication, supports IT and security coordination, and handles sensitive and confidential matters with professionalism, discretion, and exceptional organizational skills.

Job Description

The Executive Assistant provides comprehensive administrative and operational support to the Chief Technology Officer (CTO) in a fast-paced and dynamic environment. This role manages the CTO’s calendar, travel arrangements, and meeting requests, while coordinating leadership meetings, external events, and day-to-day logistics. Acting as a key liaison between the CTO, internal teams, and external stakeholders, the Executive Assistant ensures seamless communication, supports IT and security coordination, and handles sensitive and confidential matters with professionalism, discretion, and exceptional organizational skills.

How You Will Contribute And What You Will Learn

• Manage calendars, prioritize meetings, and coordinate schedules across European and US time zones.
• Organize meetings, prepare agendas, and ensure follow-ups are handled.
• Arrange complex travel itineraries including flight booking, hotels and working with 3rd party vendors for support for country documents requirement.
• Managing expense claims in the internal system (Concur)
• Handle sensitive communications with discretion.
• Supporting leadership with reports, presentations, and organizational documents.
• Flexible and highly responsive, with the ability to adjust working hours when required to support the Executive across multiple time zones and during travel.
• Proactive problem-solver who anticipates needs, handles unexpected or exceptional situations calmly, and resolves issues independently with sound judgment.
• Comfortable managing last‑minute changes, urgent requests, and evolving priorities while maintaining discretion, professionalism, and attention to detail.

Key Skills And Experience

• Strong communication skills with the ability to communicate in a clear, concise and professional manner.
• Experience supporting C-Level Executives in global organizations.
• Flexible and highly responsive, with the ability to adjust working hours when required to support the Executive across multiple time zones and during travel.
• Proactive problem-solver who anticipates needs, handles unexpected or exceptional situations calmly, and resolves issues independently with sound judgment.
• Comfortable managing last‑minute changes, urgent requests, and evolving priorities while maintaining discretion, professionalism, and attention to detail
• Excellent organizational and problem-solving skills
• Ability to prioritize and handle multiple tasks
• Organized and detail-oriented approach, ensuring tasks are completed efficiently
• Ability to handle confidential information with discretion
• Proactive working style with the ability to anticipate needs and taking the initiative
• Team player, collaborating effectively with other team members and stakeholders

It would be great if you also had:

• A business management qualification.

About Us

Advancing connectivity to secure a brighter world.

Nokia is a global leader in connectivity for the AI era. With expertise across fixed, mobile and transport networks, powered by the innovation of Nokia Bell Labs, we’re advancing connectivity to secure a brighter world.

Learn more about life at Nokia .

Our recruitment process

We act inclusively and respect the uniqueness of people. Our employment decisions are made regardless of race, color, national or ethnic origin, religion, gender, sexual orientation, gender identity or expression, age, marital status, disability, protected veteran status or other characteristics protected by law. We are committed to a culture of inclusion built upon our core value of respect.

If you’re interested in this role but don’t meet every listed requirement, we still encourage you to apply. Unique backgrounds, perspectives, and experiences enrich our teams, and you may be just the right candidate for this or another opportunity.

The length of the recruitment process may vary depending on the specific role's requirements. We strive to ensure a smooth and inclusive experience for all candidates. Discover more about the recruitment process at Nokia.

About The Team

• Flexible and hybrid working schemes
• A minimum of 90 days of Maternity and Paternity Leave, with the option to return to work within a year following the birth or adoption of a child (based on eligibility)
• Life insurance to all employees to provide peace of mind and financial security
• Well-being programs to support your mental and physical health
• Opportunities to join and receive support from Nokia Employee Resource Groups (NERGs)
• Employee Growth Solutions to support your personalized career & skills development
• Diverse pool of Coaches & Mentors to whom you have easy access
• A learning environment which promotes personal growth and professional development - for your role and beyond