Executive Administrative Assistant

Nokia; San Jose (CA); On-site; USD 110,000 - 160,000; Full time

Job summary

Nokia in San Jose is seeking an Executive Administrative Assistant to provide high-level support to the VP of Manufacturing Operations. This onsite role requires exceptional organization, discretion, and the ability to anticipate needs in a fast-paced semiconductor environment.

You will coordinate calendars, travel, meetings, and communications across executives, teams, vendors, and visitors, while maintaining confidentiality and driving efficiency.

Qualifications

• 10+ years of executive or senior-level administrative support.
• Experience supporting senior executives and working with stakeholders at multiple levels.
• Exceptional organizational and time-management skills.
• Proactive and anticipatory approach with judgment to resolve issues.
• Excellent written and verbal communication with professionalism.
• Experience coordinating calendars, travel, meetings, and expense administration.
• Proficiency with Microsoft 365 applications (Outlook/Teams/PowerPoint/Excel/SharePoint).

Responsibilities

• Provide proactive executive support to the VP of Manufacturing Operations and anticipate needs.
• Manage a complex and evolving calendar across multiple stakeholders and time zones.
• Coordinate meetings, room logistics, agendas, materials, catering, and follow-up.
• Oversee domestic and international travel itineraries, accommodations, and expenses.
• Support leadership communications and materials (presentations, reports, org documents).
• Serve as a trusted liaison between VP, leadership teams, employees, vendors, and visitors.
• Handle confidential information with sound judgment and discretion.
• Provide onsite coverage at Fab 1 in Sunnyvale as needed.
• Collaborate with Facilities, IT, HR, Recruiting, and other teams on admin needs.
• Maintain follow-through on actions and deliverables across priorities.
• Identify opportunities to improve administrative processes and efficiency.

Skills

Executive support

Stakeholder mgmt

Calendar management

Travel coordination

Discretion & confidentiality

MS 365 proficiency

Education

Bachelor's degree

Tools

Concur

Job description

As an Executive Administrative Assistant, you will provide high-level administrative and operational support to the VP of Manufacturing Operations and help enable the effectiveness of the broader manufacturing organization. This is a highly visible, onsite role requiring exceptional organization, judgment, discretion, and the ability to anticipate needs in a fast-paced technology and semiconductor manufacturing environment. You will serve as a trusted partner to leadership while coordinating across employees, functional teams, vendors, visitors, and other stakeholders. The role will be based primarily in San Jose and will require flexibility to provide occasional onsite coverage and support at Fab 1 in Sunnyvale.

Qualifications

• 10+ years of experience providing executive or senior-level administrative support, ideally within a technology, manufacturing, semiconductor, or similarly complex environment.
• 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 elevate 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.
• The 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.

Preferred

• 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, 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 key functions, including 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.