Executive Assistant

Ciena; United States; Remote; USD 69,000 - 111,000; Full time

Job summary

Ciena is seeking a Senior Administrative Assistant to partner with the assigned VP and GMs to ensure the executive office runs smoothly. You will manage complex calendars, travel plans, expense reporting, and prepare executive communications and meeting materials.

In this role you will collaborate with Sales, Product Management, Marketing, R&D, Operations, HR, Finance, and external partners, lead small projects, build operational dashboards, and drive process improvements while maintaining

Qualifications

• High school diploma or equivalent.
• Proven experience in a Senior Administrative Assistant role.
• Expertise with PC, Microsoft Office, Oracle, and PO management.
• Flexible with hours due to Executive travel schedules.
• Strong business acumen and discretion in handling information.
• Excellent written, verbal, and visual communication.

Responsibilities

• Primary point of contact for internal/external executives and teams.
• Manage calendars, travel itineraries, and expense reporting.
• Prepare correspondence, agendas, and meeting minutes.
• Lead small to mid-size projects and ad hoc events.
• Develop presentations and dashboards using PowerPoint, Word, and Excel.
• Analyze data, generate reports, and provide insights for decision-making.

Skills

Senior Administrative Assistant

Executive presence

Communication

Discretion / confidentiality

Education

Bachelor's Degree

Tools

PowerPoint

Excel

Oracle

Purchase orders

Microsoft Office Suite

Job description

As the global leader in high-speed connectivity, Ciena builds the critical infrastructure powering the AI era. We’re a technology company shaping the future of networking, guided by innovation, integrity, and collaboration. Through development opportunities, meaningful work, and flexibility, Ciena supports growth and well-being—on and off the job. Connect with a career that matters.

As a Senior Administrative Assistant, you will partner with the assigned VP and GM(s) to ensure the efficient operation of the supported organization.

In this role, you will regularly interact with functional groups such as Sales, Product Management, Marketing, R&D, Operations, Human Resources, Finance, etc.

You will be responsible for both internal and external communications applicable to the supported organization, as well as relationship management with third parties such customers, suppliers and partners.

You’ll play an important role in the creation and execution of projects and various events and spearhead both business operations (analysis, dashboards) and general administration management (travel, calendar).

• You will serve as the primary point of contact for internal and external executives, team members, customers, etc. on all matters pertaining to the executive's office
• Responsible for anticipating and managing needs of the organization to enable the focus on strategic decision-making while minimizing the executive’s involvement in administrivia.
• You will be accountable for a broad variety of administrative tasks including proactive calendar management, the completion of expense reports, preparation of correspondence and arranging complex and detailed travel plans, itineraries, and agendas.
• Lead and manage a variety of small to mid-size special projects, including those requiring detailed analysis, reporting on moderately complex topics and issues, as well as stewarding ad hoc event logistics.
• Develop and coordinate presentations/visuals (including creating, formatting materials for presentations using PowerPoint, Word and Excel), disseminate information, develop agendas, and prepare meeting minutes.
• You will undertake special and/or continuous research and data analysis tasks where judgement is required. You’ll also analyze problems of diverse scope, determine approach, compile and review data, and prepare reports and recommendations.
• Focus on developing and maintaining operational dashboards to provide weekly insights into the rhythm of the business
• Dedicated focus on continuous improvement with the ability to drive it throughout the organization.
• Demonstrable technical savvy, ability to understand our business and the technology that we use to support our organization and customers.
• Ability to maintain strict levels of confidentiality at all times.

The Must Haves:

• High school diploma.
• Proven experience in a Senior Administrative Assistant role, or comparable experience.
• Demonstrated expertise with office technology and procedures such as PC proficiency, Microsoft Office Suite, Oracle, and the preparation and management of purchase orders.
• Flexibility relative to hours of work – particularly given Executive travel schedules.
• Demonstrated business savvy where judgment and discretion were key components of the role.
• Effective communicator (executive presence, synthesized messaging (+) strong written/verbal/visual/video/social skills).

Assets:

• Bachelor’s Degree
• International business exposure.

The annual pay range for this position is $69,300 - $110,700 USD Pay ranges at Ciena are designed to accommodate variations in knowledge, skills, experience, market conditions, and locations, reflecting our diverse products, industries, and lines of business. Please note that the pay range information provided in this posting pertains specifically to the primary location, which is the top location listed in case multiple locations are available. Non-Sales employees may be eligible for a discretionary incentive bonus, while Sales employees may be eligible for a sales commission.

In addition to competitive compensation, Ciena offers a comprehensive benefits package, including medical, dental, and vision plans, participation in 401(K) (USA) & DCPP (Canada) with company matching, Employee Stock Purchase Program (ESPP), Employee Assistance Program (EAP), company-paid holidays, paid sick leave, and vacation time. We also comply with all applicable laws regarding Paid Family Leave and other leaves of absence.

At Ciena, we are committed to building and fostering an environment in which our employees feel respected, valued, and heard. Ciena values the diversity of its workforce and respects its employees as individuals. We do not tolerate any form of discrimination. Ciena is an Equal Opportunity Employer, including disability and protected veteran status.

If contacted in relation to a job opportunity, please advise Ciena of any accommodation measures you may require.