Executive Administrative Assistant

NOKIA; Sunnyvale (CA); On-site; USD 90,000 - 135,000; Full time

Job summary

Nokia is seeking an Executive Assistant to provide comprehensive administrative and operational support to the Chief Technology Officer (CTO). This role manages calendars, travel, meetings, and day-to-day logistics while coordinating leadership meetings and external events.

You will liaise with internal teams and external stakeholders, support IT and security coordination, and handle confidential matters with discretion and professionalism.

Qualifications

• Experience supporting C-Level Executives in global organizations.
• Ability to manage executive calendars across multiple time zones.
• Strong communication and discretion with confidential information.
• Proactive problem-solving and handling changing priorities.
• Excellent organizational and multitasking abilities.

Responsibilities

• Manage CTO calendar across time zones and travel.
• Organize meetings, agendas, and follow-ups.
• Arrange complex travel and vendor coordination for country documents.
• Process expense claims in Concur.
• Support IT and security coordination; handle confidential matters.
• Prepare leadership reports and presentations.
• Liaise with internal teams and external stakeholders.

Skills

Strong communication

C-Level support

Time zone coordination

Discretion

Organizational skills

Team collaboration

Education

Business management qualification

Tools

Concur

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.

• 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.

You have:

• 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.

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.

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.